Devices #3091 2014-2019 Initial Contract Rollout Webinar Shannon - PowerPoint PPT Presentation

Copiers, Printers & Related Devices #3091 2014-2019 Initial Contract Rollout Webinar Shannon Berry (sberry@admin.nv.gov) State of Nevada – Contract Lead Paul Stembler (pstembler@wsca-naspo.org) Cooperative Development Coordinator February, 2015 Copiers, Printers & Related Devices 2014-2019 1

 Roll Call and Introductions  Participation Process  Solicitation Process  Evaluating Members  Device Groups  Results  Awardees  Contract Overview  Questions February, 2015 Copiers, Printers & Related Devices 2014-2019 2

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All 50 states and The District of Columbia have executed the NASPO Cooperative MOA, allowing them to be eligible to use any WSCA-NASPO cooperative Master Agreement Copiers, Printers & Related Devices 2014-2019 February, 2015 4

Three Opportunities for Participation 1. State signs a Participating Addenda for entire state  Every legally eligible entity in the state can participate 2. State signs a Participating Addenda for non state entities  Every legally eligible entity that is not a STATE agency can participate 3. State does not sign a Participating Addenda  Political subdivisions wishing to participate may contact the WSCA-NASPO Cooperative Development Coordinator who will contact the STATE CHIEF PROCUREMENT OFFICIAL asking for approval for that entity to sign their own Participating Addendum  Entities may be given approval on an individual basis or State CPO may give approval to all entities within the state to execute their own Participating Addendums 5 February, 2015 Copiers, Printers & Related Devices 2014-2019

Step by Step: Participating Addendum templates are available on each Master Agreement page on the www.wsca-naspo.org website 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum.  States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the WSCA-NASPO point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and WSCA-NASPO (PA@wsca- naspo.org ). Executed Participating Addendum will be maintained in a repository. Copiers, Printers & Related Devices 2014-2019 February, 2015 6

Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on the www.wsca-naspo.org website 1. States may have submitted Intents to Participate during solicitation, this will provide the information for contractors to contact states interested in signing a Participating Addendum.  States may also contact contractors directly to begin Participating Addendum process. 2. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be WSCA-NASPO point of contact throughout the process. 3. State completes the draft Participating Addendum for each contractor and then forwards the draft to the contractor. Negotiations will be handled directly between state and contractor. Upon agreement, the state sends a final copy of Participating Addendum to the contractor for signature. 4. Contractor signs Participating Addendum and sends back to state for signature. 5. State sends fully executed copy to both contractor and WSCA-NASPO (PA@wsca- naspo.org ). Executed Participating Addendum will be maintained in a repository. Copiers, Printers & Related Devices 2014-2019 7 February, 2015

Step by Step: Participating Addendum templates are available on each Master Agreement page on the www.wsca-naspo.org website 1. An email request should be sent to PA@wsca-naspo.org from entity (email may also be sent from contractor). The email needs to provide the following details: main point of contact from entity, full name of entity, phone number, email address and physical address. 2. WSCA-NASPO will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. 3. WSCA-NASPO will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 4. Entity completes the draft Participating Addendum for contractor and then forwards the draft to the contractor. Negotiations will be handled directly between entity and contractor. Upon agreement, the entity sends a final copy of Participating Addendum to the contractor for signature. 5. Contractor signs Participating Addendum and sends back to entity for signature . 6. Entity sends fully executed copy to both contractor and WSCA-NASPO (PA@wsca- naspo.org ). Executed Participating Addendum will be maintained in a repository. 8 Copiers, Printers & Related Devices 2014-2019 February, 2015

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Executed Participating Addendum will be maintained 1. on www.wsca-naspo.org and in a repository. Participating states and entities will be identified on 2. the map of the USA on each Master Agreement page on www.wsca-naspo.org. Contractors are required to create and maintain state 3. and/or entity specific web pages on their main Master Agreement website. February, 2015 Copiers, Printers & Related Devices 2014-2019 10

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

• Shannon Berry, Nevada (Contract Lead) • Keli Hardcastle, Nevada • Linda Polk, Alaska • Paul Linhardt, Missouri • Jason Evans, South Carolina • Wendy Walker, Washington • Debra Saiz, New Mexico • Paul Stembler, WSCA-NASPO Cooperative Development Coordinator February, 2015 Copiers, Printers & Related Devices 2014-2019 12

• Group A – Convenience Copiers  Includes B&W and Color/B&W • Group B – Production Copiers  Includes B&W and Color/B&W • Group C – Wide Format Devices  Includes B&W and Color/B&W • Group D – Printers  Includes B&W and Color/B&W • Group E – Digital Duplicators • Group F – Scanners February, 2015 Copiers, Printers & Related Devices 2014-2019 13

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 Canon USA  Sharp ◦ Group A – Convenience Copiers ◦ Group A – Convenience Copiers ◦ Group B – Production Copiers ◦ Group B – Production Copiers  Toshiba ◦ Group C – Wide Format Devices ◦ Group D – Printers ◦ Group A – Convenience Copiers ◦ Group F - Scanners  Xerox  Konica Minolta ◦ Group A – Convenience Copiers ◦ Group A – Convenience Copiers ◦ Group B - Production Copiers ◦ Group B – Production Copiers ◦ Group D – Printers ◦ Group D – Printers  Hewlett Packard  Ricoh USA, Inc. (pending negotiations) ◦ Group A – Convenience Copiers ◦ Group D - Printers ◦ Group B – Production Copiers ◦ Group C – Wide Format Devices ◦ Group D – Printers ◦ Group E – Digital Duplicators February, 2015 Copiers, Printers & Related Devices 2014-2019 15

Comprehensive financial options: • Capital Leases – Traditional financing with ownership at end of term; buyout determined at the beginning of lease • Cancelable Rentals – Cancel with 30 day notice with four month penalty on rental payment; no buyout considered • Fair Market Value Leases – Financing with ownership at end of term; buyout at the then market value at the end of lease • Operational Leases – No benefit of ownership to the Lessee, no buyout considered • Purchase – No financing; service options available • Short Term Rentals – Cancel with 30 day notice, up to 18 month rental; no buyout considered • Cost-Per-Copy – May be allowed at the customer’s request; however, it may not be available by all contractors All leases and rentals have a non-appropriations clause to avoid fiscal commitments. February, 2015 Copiers, Printers & Related Devices 2014-2019 16