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

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 NevadaHawaii New MexicoLouisiana South DakotaMinnesota UtahMississippi WashingtonMontana

Pre-Procurement

o Compliant with New Mexico Procurement Code

o RFP released March 9, 2012

o Pre-Proposal Conference held April 4, 2012

o RFP closed May 18, 2012

Procurement Process

o Thirteen Responses Received.o Four Responses Deemed Non-Responsive And

Were Not Scored.o Sourcing Team Individually Scored And Then Meet

In Albuquerque To Attend Oral Presentations And Complete The Evaluation Process.

o Three Additional Responses Were Deemed Non-Responsive By The Sourcing Team For Information Provided In BAFO’s.

o Contracts Awarded to Six Highest Scoring Offerors.

Solicitation Outcome

o Pricing 30%o Technical 70%

o No Cost Preliminary Assessment, Development Process, Implementation Strategy and Account Management.

o References.o Organizational Experience, Security

Options And Staff Experience.o Service Level Agreement and Oral

Presentations .

Evaluation Criteria

•

Scoring for Awarded ResultsVendor 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 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

Contract Overview

o 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.

Participating Addendums

o In all cases each STATE CHIEF PROCUREMENT OFFICIAL will have the final say on what entities can and cannot participate within a state.

o The WNCDT (WSCA/NASPO Cooperative Development Team) will contact State Chief Procurement Officials directly to start process (expect emails from wncoopdt@gmail.com).

o All 50 states and DC have executed the NASPO Cooperative MOA, and are eligible to use any WSCA or NASPO cooperative contract.

Eligibility Process

Participation at different levels:1) State signs a Participating Addendum for entire state and

its cooperative purchasing organization.o Every legally eligible entity in the state can use

2) State signs a Participating Addendum ONLY for non state entitieso Every legally eligible entity that is not a STATE agency

can use3) State does not sign a Participating Addendum

o Every political subdivision PA within that state must be approved by the state chief procurement officiala) Sometimes individuallyb) Sometimes by entity

Participation Levels

o 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)).

o The WNCDT will process questions from potentially eligible entities for you, unless you tell us to do something else.

o The following process will be used when other states or entities wish to participate.

Participation Process

• 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]

Participation Process - Details

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.

Details Continued

o Participating addendum will be posted on WSCA/NASPO websites.o This is done to provide easy, direct access

for your agencies, political subdivisions and other entities eligible to participate under your authority.

o Contract Providers are to create and maintain state specific landing pages from their main contract landing page

Then What?

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.

For assistance with participating addendums please contact:

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?

Gerrie BeckerState of New MexicoDepartment of Workforce Solutions401 Broadway NEAlbuquerque, NM 87102Gerrie.becker@state.nm.us505-841-8618 (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)

Managed Print Services Contract Administrator