The Indiana Department of Administration (IDOA) on behalf of All State Agencies Office Equipment...

Indiana Department of Administration

The Indiana Department of Administration (IDOA)

on behalf of

All State Agencies

Office Equipment Request for Proposal 15-037

Pre-Proposal Conference

December 3, 2014

Eric Klinefelter, Strategic Sourcing Analyst


Agenda

• General Information• Purpose of the RFP and

Summary of Scope of Work• Current Spend Profile• Minimum Requirements • Service Factors• Account Management• Reporting• Other Services• Equipment and Supplies• Security• Term of RFP

• Key Dates• Business Proposal• Technical Proposal• Cost Proposal• Proposal Preparation & Evaluation• Minority and Women’s Business

Enterprises (M/WBE)• Indiana Veterans Business Enterprises

(IVBE)• Additional Information• Question and Answer Session


General Information

• Sign-In Sheet for Attendees• Sign-In Sheet and PowerPoint will be posted on IDOA’s Solicitation Website• Hold questions until the end of the presentation• Only questions regarding RFP process & scoring will be answered in this

session– Any verbal response is not considered binding; respondents are

encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the State


• This RFP covers the leasing and purchasing of Office Equipment by State agencies. This RFP is expected to result in a state-wide Quality Purchasing Agreement (QPA) that will enable all State agencies to purchase Office Equipment through the awarded Respondent. The State’s goal is to maintain standardization of the devices being acquired and to channel most acquisitions to the vendor/device configurations that are capable of being highly functional at the lowest price possible, without sacrificing quality.

• The RFP will select a vendor that can satisfy the State, K-12, and local entities’ need for lease or purchase of:o Digital black and white copiers; o Multi-functional devices (MFDs); o Scanners; o Facsimile machines (purchase only, low quantities expected);o Related accessories, supplies, software, and services.

Purpose of the RFP and Summary of Scope of Work


Current Spend ProfileThe following tables are estimates of the current spend profile based on available inventory data. This information should not be construed as a guarantee of the volume of future business.

B&W Copiers and MFDs Leased across State Agencies (June 2011 – March 2014) Black & White Number of Machine Placements

Band CPM Capacity Jun-11 to Dec-11

Jan-12 to Dec-12

Jan-13 to Dec-13

Jan-14 to Mar-14 TOTAL

1 10-19 CPM 31 51 31 6 1192 20-29 CPM 2 0 0 0 23 30-39 CPM 55 26 16 3 1004 40-49 CPM 108 80 15 0 2035 50-59 CPM 34 65 31 4 1346 60-69 CPM 183 153 94 23 4537 70-79 CPM 15 28 10 7 608 80-89 CPM 3 7 3 0 139 90+ CPM 4 9 1 2 16

TOTAL 435 419 201 45 1,100


Current Spend Profile

Color Copiers and MFDs Leased across State Agencies (June 2011 – March 2014)

Color Number of Machine Placements

Band CPM Capacity Jun-11 to Dec-11

Jan-12 to Dec-12

Jan-13 to Dec-13

Jan-14 to Mar-14 TOTAL

1 10-19 CPM 0 0 0 0 n/a

2 20-29 CPM 33 23 19 7 82

3 30-39 CPM 4 0 0 0 4

4 40-49 CPM 64 48 33 6 151

5 50-59 CPM 37 90 24 7 158

TOTAL 138 161 76 20 395


All Respondents must adhere to the minimum requirements in order to be considered as a responsive Respondent1. Meet award criteria; All offered devices are newly-designed digital imaging systems,

not redesigned analog machines2. Licensed to do business in the State3. Be a manufacturer or designated/certified manufacturer's representative (statewide)4. Machines must be in production and available for sale at Proposal opening5. All equipment offered must have published capabilities6. Provide at least one new qualifying machine for each segment. Same machine can be

used to fill multiple segments7. Non-OEMs to provide authorized distributor documentation and other certifications

and authorizations with proposal8. Support all State agencies, K-12 entities, institutions of higher education, qualified

political subdivisions and non-profit corporations throughout the entire State

Minimum Requirements


• 1.4.4.1 Service Time Response Guarantee: 4 hour response time to service calls*• 1.4.4.2 Delivery Installation and Removal: Deliver, set up, and install machines

within 3 calendar weeks after PO receipt (5 days for rush orders)*• 1.4.4.3 Return of Product: Erroneous deliveries or items delivered in poor

condition may be returned to Contractor’s warehouse at Contractor’s expense within 30 days

• 1.4.4.4 Equipment Up-Time Guarantee: Equipment sufficiently maintained; at least 95% uptime for operational business hours in any given month*

• 1.4.4.5 Dedicated Website and eProcurement: – Contract-specific website with brochures, pricing, service level agreements,

ordering instructions, and any other helpful information– Ability to purchase on-line using punch-out catalogs through PeopleSoft, as

well as the OneIndiana, K12Indiana, and LibraryIndiana portals

* Has remedies in the form of 2,000 credit for not meeting service levels

Service Factors


The Contractor will assign a dedicated Account Management Team to the contract. The Contractor's dedicated Account Management Team shall include: • A dedicated Account Manager (at least 3 years of similar, relevant experience)• An Account Coordinator• A Sales Manager• A Customer Service Team

Account Management


The Contractor shall provide the following quarterly in Microsoft Excel file format. Separate reports must be compiled for equipment purchased/leased by (a) State agencies and (b) Other Governmental Bodies. a. Leased Equipment Activity Reports - Detailed information for each machine

that is leased and monthly service levelsb. Purchased Equipment/Supplies Activity Reports - Detailed information for

each machine or accessory purchased and monthly service levelsc. Services Reports – Detailed information for all maintenance and warranty

work for the preceding quarterd. Excessive Service Reports – Information on equipment serviced three (3)

times or more for any monthe. Upgrade/Downgrade Reports –Information on equipment upgrades and

downgrades for the preceding quarterf. Price Listsg. Ad Hoc Reports

Reporting


The contractor shall provide other services such as, but not limited to, the following:• Equipment Relocation/Transfers - Support relocation/transfers of equipment

from one agency location to another• User Training – Initial training session within 3 business days of equipment

installation; subsequent training as needed.• “Right-sizing” Study Assistance - Help Purchasers analyze, and align copiers,

MFDs, scanners, and faxes with user needs• Managed Print Services Optimization –Participate in Managed Print Services

meetings, participate as an industry resource and coordinate supplied machine relocations when needed

• Customer Reviews/Questionnaires/Customized Surveys –Periodic survey sampling of customer satisfaction and analysis of results

Other Services


The following apply to the equipment and supplies provided as a result of this contract• New Equipment, Supplies, and Services: Same level of discount will be applied• New Categories: New products can be added with IDOA approval. Blanket

discount, if available) shall serve as a minimum discount• Machine Demonstrations: Machines are conveniently available for demo• Leased Machine Upgrades: If additional features are required or the output

volume of a machine exceeds the OEM suggested maximum for that machine for a minimum of 2 consecutive months, it may be upgraded

• Leased Machine Downgrades: If a machine’s output volume is more than 20% below the minimum volume for 2 consecutive months, it may be downgraded

• Product Availability: No cancellation of products used, without an equal and acceptable replacement approved by the State during the term of the agreement

• Startup Supplies: All copiers/MFDs are to come with installed operating supplies, which will include a one (1) month supply of toner, developer, fuser oil and dispersant, as well as a full load of staples or wire spool for machines that require a finisher or stapler sorter

Equipment and Supplies


• Warranty: 90 day• Ongoing maintenance and supplies:

• Supplies delivered 2 working days after request, covering a minimum of 4 weeks worth of supplies

• Availability of repair parts for a minimum of 5 years after delivery• Parts must be new, OEM parts

o Unacceptable Performance: Report all equipment that requires 3 or more service calls in any one calendar month

o Loaner Machines: If a machine is down for more than 1 working day, Contractor is required to furnish a "loaner" like-for-like replacement

o Recycled Paper: All machines will print on paper containing virgin and/or recycled content, up to and including 100% Post-Consumer-Waste (PCW) paper

o Software Upgrades: All future software upgrades for fixes and enhancements must be furnished to the State and installed by the Contractor’s qualified technicians free of charge

o Electrical Connections, Surge Protectors and Telephone Lines: All machines come with an external surge protector with at least 5 year warranty

Equipment and Supplies


• Password protected admin functions• Comes with device/software or process that will wipe all State data from the device

(hard drives, RAM, etc.) at the time of upgrade, at the end of the lease agreement, and after each use according to Department of Defense (DoD) 5220.22-M data sanitation standards

• Option to request the hard drive be surrendered to the State for destruction• Devices that store memory on random-access memory cards instead of an optical or

solid-state hard-drive must wipe data, at minimum, once the device is powered down.

Security


Term of RFP

• Contract Term• The term of the contract shall be for a period of two (2) years from the date of

contract execution. There may be two (2) one-year renewals for a total of four (4) years at the State’s option


Activity DateIssue of RFP November 26th, 2014

Pre-Proposal Conference December 3rd, 2014 at 10:00 AM EST

Deadline to Submit Written Questions December 10th, 2014 by 3:00 PM EST

Response to Written Questions/RFP Amendments December 17th, 2014

Submission of Proposals January 7th, 2015 by 3:00 PM EST

The dates for the following activities are target dates only. These activities may be completed earlier or later than the date shown.

Proposal Evaluation TBD

Proposal Discussions/Clarifications (if necessary) TBD

Oral Presentations (if necessary) TBD

Best and Final Offers (if necessary) TBD

Contract Award April 6th, 2015

Key Dates


Business Proposal(Attachment E)

• Company Financial Information (RFP Section 2.3.2 and Business Proposal # 3.)– Confidential information must be kept separate from the proposal in both hard and soft

copy

• Contract Terms (RFP Section 2.3.5 and Business Proposal # 5.)– Respondent should review sample State contract and note exceptions to State mandatory

and non-mandatory clauses in Transmittal Letter


Technical Proposal(Attachment F)

• Please use the Template we have provided for you

• Where appropriate, supporting documentation may be referenced by a page and paragraph number– For Example in the Technical Proposal:

1.1 Briefly describe your firm and its offerings

See additional explanation in attachment “x”, page # “x”, and paragraph “x.”


• There are fourteen (14) tabs to complete in the Cost Proposal: Tabs “A – K”– Fill out minimum specifications lists for each segment – Provide pricing in total dollars for the purchase of each machine and pricing in

dollars per month for the leasing of each machine, where requested– Provide pricing for additional items such as: Accessories, Security,

Maintenance and Supplies, Additional Discounts and Software– For leases, two pricing scenarios are requested:

1. With termination for convenience clause on the overall contract, but not on individual lease agreements

2. With termination for convenience clause on the overall contract as well as on individual lease agreements.

Cost Proposal(Attachment D)


Proposal Preparation

• Buy Indiana, Business Proposal (RFP 2.3.11)– Status shall be finalized by proposal due date– 5 definitions, details provided in RFP 2.7– Provide acknowledgement in Business Proposal, Attachment E, #11

• Indiana Economic Impact, Attachment C– Definition of FTE (Full-Time Equivalent)

– Example: If a Respondent has 5 full time employees and is bidding on its 5 th contract, and all contracts get an equal amount of commitment from the employees then each employee commits 20% of his or her time to the new contract:

• 0.2 x 5 employees= 1 FTE

– Respondents are not asked to provide a “Total Bid Amount”. Rather, Respondents are asked to provide subcontractor commitment amounts on an FTE basis


Proposal Preparation

• Attachment D (Cost Proposal) must be returned in Excel• Use the templates provided for all answers• Do not alter templates• Submit all questions using template provided


Proposal EvaluationSummary of Evaluation Criteria:

Criteria Points

1. Adherence to Mandatory Requirements Pass/Fail

2. Management Assessment/Quality (Business and Technical Proposal) 40 points

3. Cost (Cost Proposal) 35 points

4. Indiana Economic Impact 5

5. Buy Indiana 5

6. Minority Business Enterprise Subcontractor Commitment 5 (1 bonus point is available see Section 3.2.6)

7. Women Business Enterprise Subcontractor Commitment 5 (1 bonus point is available see Section 3.2.6)

8. Indiana Veteran Business Enterprise (IVBE) Subcontractor Commitment

5 (1 bonus point is available see Section 3.2.6)

Total 100 (103 if bonus awarded)


Minority and Women’s Business Enterprises

• Complete Attachment A, MWBE Form– Include sub-contractor letters of commitment – Respondents are not asked to provide a “Total Bid Amount”. Rather,

Respondents are asked to provide subcontractor commitment amounts as a percentage of total bid amount. In other words, Respondents are to provide a percentage of their expected commitment to subcontractors if awarded this RFP

• Goals for Proposal– 8% Minority Business Enterprise– 8% Women’s Business Enterprise



Prime Contractors must ensure that the proposed subcontractors meet the following criteria:• Must be listed on the IDOA Directory of Certified Firms• Each firm may only serve as once classification – MBE or WBE• A Prime Contractor who is an MBE or WBE must meet subcontractor goals by using

other listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement

• Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement

• Must provide goods or service only in the industry area for which it is certified as listed in the directory at http://www.in.gov/idoa/2352.htm

• Must be used to provide the goods or services specific to the contract• National Corporate Diversity Plans are generally not acceptable

http://www.in.gov/idoa/2352.htm


Minority and Women’s Business Enterprises• Effective August, 2014, a new MWBE scoring methodology will be utilized for all RFP’s

released•New Process – MWBE scoring is conducted based on 10 points plus a possible 2 bonus points scale-MBE: Possible 5 points + 1 bonus point-WBE: Possible 5 points + 1 bonus Point

•Professional Services Scoring Methodology:- The points will be awarded on the following schedule:

- Fractional percentages will be rounded up or down to the nearest whole percentage- If the respondent’s commitment percentage is rounded down to 0% for MBE or WBE participation

the respondent will receive 0 points. - Submissions of 0% participation will result in a deduction of 1 point in each category- The highest submission which exceeds the goal in each category will receive 6 points (5 points plus

1 bonus point). In case of a tie both firms will receive 6 points

% 1% 2% 3% 4% 5% 6% 7% 8%Pts. .625 1.25 1.875 2.5 3.125 3.75 4.375 5.0


RFP MWBE Scoring Example

Bidder MBE % Pts. WBE % Pts. Total Pts.

Bidder 1 12.0% 5.0 10.0% 6.0 11.0

Bidder 2 6.0% 3.75 4.0% 2.5 6.25

Bidder 3 8.0% 5.0 8.0% 5.0 10.0

Bidder 4 16.0% 6.0 0.2% 0.0 6.0

Bidder 5 0.0% -1.0 0.0% -1.0 -2.0



Indiana Veteran Business Enterprise

• Complete Attachment A1, IVBE Form- Include sub-contractor letters of commitment

• Goals for Proposal

- 3% Veteran Business Enterprise


Prime Contractors must ensure that the proposed subcontractors meet the following criteria:• Must be listed on Federal Center for Veterans Business Enterprise VetBiz registry, on

or before the proposal due date• Must qualify as a Buy Indiana Business under designation 1, on or before the

proposal due date. See section 2.7 for more information• Each firm may only serve as one classification – MBE, WBE (see Section 1.21) or IVBE• A Prime Contractor who is an IVBE must meet subcontractor goals by using other

listed certified firms. Certified Prime Contractors cannot count their own workforce or companies to meet this requirement

• Must serve a commercially useful function. The firm must serve a value-added purpose on the engagement

• Must provide goods or service only in the industry area for which it is certified as listed in the VetBiz directory http://www.in.gov/idoa/2352.htm

• Must be used to provide the goods or services specific to the contract




Indiana Veteran Business EnterpriseNew Process – IVBE scoring is conducted based on 5 points plus a possible 1 bonus point scale- IVBE: Possible 5 points + 1 bonus point

•Professional Services Scoring Methodology:- The points will be awarded on the following schedule:

- Fractional points will be awarded based upon a graduated scale between whole points. (e.g. a 0.3% commitment will receive .5 points and a 1.5% commitment will receive 2.5 points)

- Submissions of 0% participation will result in a deduction of 1 point in each category- The highest submission which exceeds the goal in each category will receive 5 points (5 points plus 1

bonus point). In case of a tie both firms will receive 6 points.

% 0% 0.6% 1.2% 1.8% 2.4% 3%

Pts. -1 1 2 3 4 5

Additional InformationIDOA PROCUREMENT LINKS AND NUMBERS

http://www.in.gov/idoa/2354.htmA. Vendor Registration Questions

• http://www.in.gov/idoa/2464.htm or 1-877-77BUYIN (8946) • Online Vendor Handbook: http://www.in.gov/idoa/files/vendor_handbook.doc

B. Buy Indiana Initiative Questions: please email: [email protected] C. Indiana Economic Impact Questions: http://www.in.gov/idoa/2467.htmD. Secretary of State of Indiana Registration: (317) 232-6576 or www.in.gov/sosE. Minority and Women Owned Business Enterprises Program:

• http://www.in.gov/idoa/2352.htm • Table of IDOA certified MBEs and WBEs:

http://www.in.gov/idoa/files/Certification_List(48).xlsF. Veteran’s Business Enterprise Program: http://www.in.gov/idoa/2862.htm

• Search of certified IVBE’s. For more IVBE’s information https://www.vip.vetbiz.gov/G. RFP posting and updates: http://www.in.gov/idoa/2354.htm (select “State of

Indiana Opportunities” link) ; Select the link of the RFP/RFI number on left-hand side of the table.




http://www.in.gov/idoa/files/vendor_handbook.doc

mailto:[email protected]


http://www.in.gov/sos


http://www.in.gov/idoa/files/Certification_List(48).xls


https://www.vip.vetbiz.gov/



Questions

Any verbal response is not considered binding; respondents are encouraged to submit any question formally in writing if it affects the proposal that will be submitted to the state.


Thank You

Eric Klinefelter, Strategic Sourcing [email protected]

mailto:[email protected]

The Indiana Department of Administration (IDOA) on behalf of All State Agencies Office Equipment...

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