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WSCA / NASPO Mailing Equipment, Supplies and Maintenance Contracts Webinar

WSCA / NASPO Mailing Equipment, Supplies and Maintenance Contracts Webinar. November 2, 2011. Current Contracts. WSCA Contract EPS050076 Expires December 31, 2011 NASPO Contract OFF22 Expires November 13, 2012. Sourcing Team Members . Richard Carlson– Washington Stacy Ingalls – Arizona

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WSCA / NASPO Mailing Equipment, Supplies and Maintenance Contracts Webinar

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  1. WSCA/NASPO Mailing Equipment, Supplies and Maintenance Contracts Webinar November 2, 2011

  2. Current Contracts WSCA Contract EPS050076 Expires December 31, 2011 NASPO Contract OFF22 Expires November 13, 2012

  3. Sourcing Team Members • Richard Carlson– Washington • Stacy Ingalls – Arizona • Kathy Mehler - California • Kate Offerdhal – WSCA • Cynthia Okoroike – California • Matt Sammons – Delaware • Paul Stembler - WSCA • Rob Zalucki - Connecticut

  4. Pre-Procurement • Revision of Scope of Work to include Production equipment • Draft RFP released to all States • Collected 25 Intent to Participate forms from States

  5. Intent to Participate Alaska Arizona California Connecticut Delaware Hawaii Iowa Louisiana Maine Massachusetts Minnesota Nebraska Nevada New Hampshire North Dakota Ohio Oregon Pennsylvania South Carolina South Dakota Utah Vermont Washington West Virginia Wisconsin If your State did not sign an Intent to Participate, you are still able to utilize this contract and encouraged to do so.

  6. Procurement Process • Compliant with the Arizona Procurement Code • RFP Release date April 20, 2011 • Pre-Proposal Conference held May 2, 2011 • RFP close date May 27, 2011

  7. Solicitation Evaluation • 12 proposals received • 1 confirmed duplicate proposal • 11 proposals were fully evaluated • 10 proposals deemed potentially acceptable for award and taken to Discussions/Negotiations (2 rounds) • 1 proposal deemed unacceptable for award for unacceptable language (T&C). • 8 Offerors received Awards.

  8. Evaluation Criteria • Capacity of Offerors 400 Points • Price and Pricing 350 Points • Conformity to T&C, Instructions , and Attachment Requirements 250 Points ___________________________________________________ Total Points available: 1000

  9. Evaluation Process • Contract was awarded by category • 35 categories Each category provides accessories, supplies and consumables, furniture specific to that category, and maintenance rates (some exclusions e.g. software license and subscription) • One Category had no offers (Production Volume Envelope Mail Labeler)

  10. Evaluation Totals

  11. Evaluation Totals (continued)

  12. Evaluation Totals (continued)

  13. Evaluation Totals (continued)

  14. Evaluation Totals (continued)

  15. Evaluation Totals (continued)

  16. Contract Overview • ContractAwarded to eight (8) Offerors: (In alphabetical order) Bell & Howell Co. Formax Francotyp-Postalia Neopost USA, Inc OPEX Corp Pitney Bowes Inc Stamps.com Versia Storage Group New Contract Start Date: October 13, 2011 Initial Term: October 13, 2011 through October 12, 2013 Renewal Options: Three(3) one year periods Maximum Contract Term: 5 years

  17. What is on Contract? • Mailroom Equipment Desktop solutions through Production Equipment. Software solutions for small users • Maintenance agreements for purchases and legacy. • Maintenance available for both equipment purchases made under this contract, and equipment purchased previous to this contract.

  18. What is not on contract • Computers • Printers • only printers allowed for purchase through this solicitation are special printers whose sole use is tied to mail room equipment. If a regular printer (e.g. an HP Printer) is able to be utilized in the same fashion, and function as the printer available from the Contractor, then the printer from the Contractor is not allowed. Allowable printers may be purchased with a mail room equipment system or as a product replacement from a purchase from this or a previous contract. • Outsourcing – Mailroom or Pre-Sort Services

  19. Contract Features • Multiple Award gives Participating Entities more options • States may have a PA with a single provider or multiple PA’s with multiple providers • Ceiling pricing – ability to negotiate better pricing for volume purchases, or special circumstances ( e.g. standardization) • Websites specific to each PA • Expansive range of product

  20. Contract Pricing (Samples)

  21. Items to address in the PA • Terms and Conditions • Any exceptions taken to your States Terms and Conditions will be emailed by Friday November 4, 2011. • All Terms and Conditions for Rental and Lease Agreements will need to be negotiated in the PA process • Software Licensing Agreements should be addressed (may be as simple as stating in the PA, that each software agreement will be negotiated on a individual case by case basis.) • Carve outs • Reporting Requirements • State Administrative Fee (if applicable) • Anything specific to your State

  22. Contractor Contact Information Bell & Howell BH # ADSPO11-00000411-1 Marjorie McDermott Phone: 801-930-5402 Marjorie.mcdermott@bhemail.com Awarded Categories: Inserter Productions • High Volume Folder-Inserter • Production Folder-Inserter • Pre-Sorting Equipment

  23. Contractor Contact Information Francotyp-Postalia Inc. Franco Contract # ADSPO11-00000411-2 Ed Strangeway Phone: 877-770-7230 estrangeway@fr-usa.com Awarded Categories: Rental Postage Meter • Ultra Low Volume Mailing Systems • Low Volume Mailing System • Medium Volume Mailing Systems • Integrated Postal Scales • Low Volume Letter Openers • High Volume Letter Openers • Low Volume Letter Folder • High Volume Letter Folder • Low Volume Folder-Inserter • Medium Volume Folder-Inserter • High Volume Folder-Inserter • Low Volume Envelope Mail Labeler • Medium Volume Envelope Mail Labeler • High Volume Mail Labeler • Low Volume Ink Jet Envelope Addressing • Medium Volume Ink Jet Envelope Addressing • High Volume Ink Jet Envelope Addressing • Production Ink Jet Envelope Addressing • Low Volume Tabbers • Medium Volume Tabbers • High Volume Tabbers • Mailroom Specific Furniture

  24. Contractor Contact Information Formax, Division of Bescorp, Inc. Formax Contract # ADSPO11-00000411-3 Ryan Lindsay Phone: 603-379-2609 trlindsay@formax.com Awarded Categories: High Volume Letter Folder • Low Volume Folder-Inserter • Medium Volume Folder-Inserter • High Volume Folder-Inserter • Low Volume Tabber • Medium Volume Tabber • High Volume Tabber • Check Imprinting/Endorsing • Pressure Sealing • Bursting Equipment Production

  25. Contractor Contact Information Neopost USA, Inc. Neopost Contract # ADSPO11-00000411-4 John Winslow Phone: 916-213-9268 j.winslow@neopost.com Awarded Categories: Rental Postage Meter • Ultra Low Volume Mailing System • Low Volume Mailing Systems • Medium Volume Mailing Systems • High Volume Mailing Systems • Production Volume Mailing Systems • Integrated Postal Scales • Low Volume Letter Openers • High Volume Letter Openers • Low Volume Letter Folders • High Volume Letter Folders • Inserters Production • Low Volume Folder-Inserter • Medium Volume Folder-Inserter • High Volume Folder-Inserter • Production Folder-Inserter • Low Volume Ink Jet Envelope Addressing System • Medium Volume Ink Jet Envelope Addressing System • High Volume Ink Jet Envelope Addressing System •Production Ink Jet Addressing System • Low Volume Tabbers • Medium Volume Tabbers • High Volume Tabbers • Software License and Subscription • Mail Room specific Furniture

  26. Contractor Contact Information OPEX Corporation OPEX Contract # ADSPO11-00000411-5 Kim Valinsky Phone: 856-727-1100 ext 2190 kvalinsky@opex.com Awarded Categories: Extractors

  27. Contractor Contact Information Pitney Bowes Inc. Pitney Bowes Contract # ADSPO11-00000411-7 Art Adams Phone: 203-512-8420 art.adams@pb.com Awarded Categories: • Rental Postage Meter • Ultra Low Volume Mailing Systems • Low Volume Mailing Systems • Medium Volume Mailing Systems • High Volume Mailing Systems • Integrated Postal Scales • High Volume Letter Folders • Inserter Productions • Low Volume Folder-Inserters • Medium Volume Folder-Inserter • High Volume Folder-Inserter •Production Folder-Inserter • Low Volume Ink Jet Envelope Mail Labeler • Medium Volume Ink Jet Envelope • High Volume Ink Jet Envelope Addressing System • Production Ink Jet Envelope Addressing System • Low Volume Tabbers • Medium Tabbers • High Tabbers • Pre-Sorting Equipment • Software License and Subscription • Mailroom Specific Furniture

  28. Contractor Contact Information Stamps.com Stamps.com Contract # ADSPO11-00000411-8 Eric Stout Phone: 310-482-5874 estout@stamps.com Awarded Categories: Software License and Subscription

  29. Contractor Contact Information Versia Storage Systems Versia Contract # ADSPO11-00000411-9 Jennifer Lewis Phone: 602-279-3993 jen@versiastorage.com Awarded Categories: Mailroom Specific Furniture

  30. Where to Find Information • Arizona State Procurement Website http://spo.az.gov/Direct_Services/Statewide/default.asp • WSCA Website www.aboutwsca.org or www.wsca.info • NASPO Website www.naspo.org

  31. Who can Use WSCA NASPO Mailing Equipment, Supplies, and Maintenance Contracts • All 50 States, District of Columbia, and Puerto Rico • Any entity eligible to utilize a State Contract, with the permission of it’s States Chief Procurement Official.

  32. WSCA NASPO Mailing Equipment, Supplies and Maintenance Contract Administrator • Stacy Ingalls State of Arizona - Department of Administration State Procurement Office 100 N 15th. Ave Ste 201 Phoenix, AZ 85007 stacy.ingalls@azdoa.gov 602-542-9134 602-542-5508 (fax)

  33. Contract numbers • Bell + Howell Company ADSPO11-00000411-1 • Formax, Division of Bescorp Inc ADSPO11-00000411-3 • FRANCOTYP=POSTALIA INC ADSPO11-00000411-2 • Neopost USA INC. ADSPO11-00000411-4 • OPEX Corp ADSPO11-00000411-5 • Pitney Bowes Inc. ADSPO11-00000411-7 • Stamps.com ADSPO11-00000411-8 • Versia Storage Systems ADSPO11-00000411-9

  34. Questions ?

  35. Next Steps… • Each participating entity needs to execute Participating Addendum(s) with selected contractors • Model Participating Addenda for each awarded supplier are on the WSCA website

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

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

  38. Participation Levels • Participation at different levels: 1. State signs a Participating Addenda for entire state and its cooperative purchasing venture. Allows for every legally eligible entity in the state to utilize. 2. State signs a Participating Addenda only for non state entities. Allow for every legally eligible entity that is not a State Agency to utilize. 3.State does not sign a Participating Addenda Every political subdivision PA within that state must be approved by the State Chief Procurement Official. ( Either Individually or by Entity)

  39. Participation Process for a STATE interested in participating How do we get signed up? Download the model Participating Addenda from the website, complete the PA, including ANY additional terms and conditions, etc., and share it as a DRAFT with the contractor contact (on the model PA). Once you have both agreed on the final language, you (the state) should prepare the final form and send it to the contractor contract for signature. They should send it back to you (the state) for your signature. WNCDT will annotate on participating addendum state authorization, create a PDF file of the participating addendum and the state authorization 4. WNCDT will forward copies of the PDF file to entity, contract providers point of contact of the entity [The process can be done with PDF files, if you require physical signatures, we suggest having them follow along, using the dates on the PDF to keep things moving.] Step 3 and 4 will be completed by the WSCA/NASPO Cooperative Development Team (Kate and Paul) in one working day

  40. Participation Process How do we get other eligible entities signed up? Email request from entity, or contract providers, but must contain the following details: Entity’s contract individual’s name, full name of entity, phone number, email address, physical address WNCDT emails state director and requests authorization for participation WNCDT emails both contract providers and entity with authorization to proceed to complete the participating addendum Entity completes contract provider’s draft participating addendum ( from the WNCDT), negotiates, signs, and forwards to contract providers point of contact . ( scanning signed documents if permitted by the entity)

  41. Participation Process continued 5. Contract provider point of contract 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 of the entity Step 6 and 7 will be completed by the WSCA/NASPO Cooperative Development Team (Kate and Paul) in one working day

  42. Then What? • Participating Addenda will be posted on NASPO and WSCA 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 will create and maintain state specific landing pages from their main contract landing page

  43. For assistance please contact: Kathryn Offerdahl, WSCA/NASPO Cooperative Development Analyst (kofferdahl@armms.com) Paul Stembler, WSCA/NASPO Cooperative Development Coordinator (pstembler@amrms.com) They use wncoopdt@gmail.com to keep traffic about these contracts concentrated in one location

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