Digital Print & Quick Copy WSCA Contracts Webinar May 19, 2011

1. Digital Print & Quick Copy • WSCA Contracts • Webinar • May 19, 2011

2. Sourcing Team Members • Mark Parry (UT- Purchasing Lead) • Kevin Honkamp (NV- State Printing) • Heather Moon (NV- Purchasing) • Mike Lincoln (CO- Central Services) • Gary Hansen (UT- Canyons School District) • Brian Jensen (UT- Print Services) • Doug Richins (WSCA)

3. Pre-Procurement • Draft RFP released to all States • Collected intent-to-participate forms from states

4. Intent To Participate • Alaska New Mexico • Arizona Oregon • Colorado Rhode Island • Hawaii Utah • Minnesota Vermont • Nevada West Virginia

5. Procurement Process • Compliant with Utah Procurement Code • RFP released October 27, 2010 • Pre-Proposal Conference held November 10, 2010 • RFP closed December 1, 2010

6. Solicitation Outcome • Nine Responses Received • Three Responses Judged Non-Responsive • Evaluation team individually scored and then meet in Salt Lake City to complete the evaluation process. • Contracts Awarded to top Three Bidders

7. Evaluation Criteria • Pricing 40% • Technical 60% • Products and Services Overview (15%) • Supplier Capabilities and Geographic Coverage (15%) • Customer Service (15%) • Marketing and Implementation Strategy (10%) • References (2.5%) • Alternative Offerings (2.5%)

8. Bid Tabulation

9. Contract Overview • Contract Awarded to three vendors: • Office Depot, Standard Register, OfficeMax • New Contract Start Date: April 1, 2011 • Initial Term: April 1, 2011 through March 31, 2014 • Renewal Options: Two (2) additional 12-month terms • Maximum Contract Term: through March 31, 2016

10. What is On Contract? • Digital Printing • Online Job Submission of Simple to Complex Jobs • Quick Copy Services • Online or Walk-in Service • Standard Black-and-White copies • Color copies • Binding • Oversize Copies • File Copying • Transparencies • Tabs

11. Contract Features • Multiple Award gives end users more options • Walk-up Retail Copy Center Services • Office Max – over 600 centers • Office Depot – over 400 centers • Online Digital Print Production routed to regional facilities closest to where documents are required • Standard Register- 20 regional print centers • Office Depot- 10 regional print centers • OfficeMax- 6 dedicated regional centers/ 35 commercial • 1 to 3 business day turn around time

12. Contract Pricing (samples)

13. Vendor Contacts • Office Depot, Inc. • Troy Hamilton • 6600 N. Military Trail • Boca Raton, FL 33496 • Phone: (253) 872-1746 • Fax: (253) 872-5640 • Troy.hamilton@officedepot.com

14. Vendor Contacts • The Standard Register Company • Tom Chase • 600 Albany Street • Dayton, OH 45417 • Phone: (253) 518-0401 • Fax: (253) 214-1440 • tom.chase@standardregister.com

15. Vendor Contacts • OfficeMax North America, Inc. • Greg Erickson • 1420 East 4800 West • Salt Lake City, UT 84104 • Phone: (480) 600-1861 • Fax: (480) 629-8783 • gregerickson@officemax.com

16. Where to Find Information • Utah State Purchasing Website: http://purchasing.utah.gov • WSCA Website: www.aboutwsca.org or www.wsca.info

17. Who Can Use • All Participating WSCA States • All Participating NASPO States • Any Political subdivision with permission from Participating State and the Chief Procurement Official

18. Questions?

19. Next Steps…… • Each participating state needs to execute Participating Addendum(s) with selected contractors • Participating Addendum Process to follow

20. 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 political subdivisions • Request state-specific reporting or other requirements

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

22. Participation Levels • Participation at different levels: • State signs a Participating Addenda for entire state and its cooperative purchasing venture • Every legally eligible entity in the state can use • State signs a Participating Addenda ONLY for non state entities • Every legally eligible entity that is not a STATE agency can use • State does not sign a Participating Addenda • Every political subdivision PA within that state must be approved by the state chief procurement official • Sometimes individually • Sometimes by entity

23. Participation Process • If you determine that you 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)) • The WNCDT will process questions from potentially eligible entities for you, unless you tell us to do something else • The following process will be used when other states or entities wish to participate

24. Participation Process - Details • 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]

25. Details Continued • How do we get people signed up? • 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 • *WSCA/NASPO Cooperative Development Team (Kate and Paul) will complete steps 6 and 7 in one working day

26. 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 can create and maintain state specific landing pages from their main contract landing page

27. For assistance please contact: • -Kathryn Offerdahl, WSCA/NASPO Cooperative Development Analyst (kofferdahl@armms.com) • -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

28. Digital Print/Quick Copy Contract Administrator • Mark Parry • State of Utah • Division of Purchasing & Administrative Services • 3150 State Office Building • Salt Lake City, UT 84114 • mparry@utah.gov • 801-537-9243 (office) • 360-586-2426 (fax) • Utah State Contract No. MA039 (Standard Register) • Utah State Contract No. MA040 (Office Depot) • Utah State Contract No. MA041 (OfficeMax)