CHRISTOPHER LACEY STATE OF ARIZONA PURCHASING DIVISION Mailroom Equipment, Supplies & Maintenance MULTI STATE CONTRACT CHRISTOPHER LACEY STATE OF ARIZONA PURCHASING DIVISION

Ted Fosket, NASPO ValuePoint Sourcing Team Utah Andy Wright Texas Chris Christine Connecticut Janet Delgreco California Stacy Jarvis Illinois Tom Karaianis Arizona Chris Lacey Ted Fosket, NASPO ValuePoint

Purpose Establish multiple Mailroom Equipment Master Agreements, including Supplies & Maintenance for: State governments (including departments & agencies) Institutions of higher education Political subdivisions (i.e., colleges, school districts, counties, cities, etc.) The District of Columbia & territories of the United States And other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”). To establish multiple Master Agreements for the purchase of Parks & Recreation Equipment and Related Services by state governments (including departments, agencies, institutions), institutions of higher education, political subdivisions (i.e., colleges, school districts, counties, cities, etc.), the District of Columbia, territories of the United States, and other eligible entities subject to approval of the Participating Entity’s procurement director and compliance with local statutory and regulatory provisions (“Purchasing Entities”).

Benefits of Agreements Wide range of products, from ultra-low to production mailing systems. Nationwide coverage with seven vendors. Fixed pricing for the first two years of the contract. Freight is included in these contracts. Significant price discounts over the prior contract.

RFP Process RFP Process Date RFP Advertised September 19, 2016 Questions / Requests for Clarification Due November 8, 2016 Closing (Proposals Due) November 15, 2016 Evaluation Period December 7-9, 206 Notice of Award May 2, 2017 Award Protest Period Ends May 12, 2017 Offer & Acceptance May 15, 2017 Contract Term Initial two years, with any combination of full or partial year renewals up to 36 months. Contract Start/End

RFP Process continued  Proposals Received: 10  Evaluation of proposals by sourcing team  7 Vendors awarded

Evaluation Criteria Scoring was based on the following three categories: CRITERIA ONE: Technical Points - 400 Possible Points Capacity of Offeror, Key Personnel Proposed Capacity Proposed Categories Contractors Organizational Capacity Authorized Dealers/Partners/Sales and Service Provider Relationships Good Standing Customer Service Environmental

Evaluation Criteria Scoring was based on the following three categories: CRITERIA TWO: Cost - 350 Possible Points Pricing Scenarios CRITERIA THREE: Exceptions - 250 Possible Points Exceptions with T&Cs, Instructions, and Attachment Requirements 1,000 - TOTAL POSSILBE POINTS

Product Categories Category 1: Rental Postage Meter Category 2: Ultra Low Volume Mailing Systems Category 3: Low Volume Mailing Systems Category 4: Medium Volume Mailing Systems Category 5: High Volume Mailing Systems Category 6: Production Volume Mailing Systems Category 7: Integrated Postage Scales Category 8: Low Volume Letter Openers Category 9: High Volume Letter Openers

Product Categories Category 10: Low Volume Letter Folders Category 11: High Volume Letter Folders Category 12: Inserters Category 13: Low Volume Folder-Inserter Category 14: Medium Volume Folder-Inserter Category 15: High Volume Folder-Inserter Category 16: Production Folder-Inserter Category 17: Software (PC Postage) Category 18: Low Volume Envelope Mail Labeler – No Award Category 19: Medium Low Volume Envelope Mail Labeler – No Award

Product Categories Category 20: High Low Volume Envelope Mail Labeler – No Award Category 21: Production Envelope Mail Labeler – No Award Category 22: Low Volume Ink Jet Envelope Addressing System Category 23: Medium Volume Ink Jet Envelope Addressing System Category 24: High Volume Ink Jet Envelope Addressing System Category 25: Production Ink Jet Envelope Addressing System Category 26: Low Volume Tabbers Category 27: Medium Volume Tabbers Category 28: High Volume Tabbers Category 29: Production Tabbers – No Award

Product Categories Category 30: Check Printing/Imprinting – No Award Category 31: Pressure Sealing Production Category 32: Bursting Equipment Production – No Award Category 33: Pre-Sorting Equipment Category 34: Extractors Category 35: Mailroom Specific Furniture

No awards were made in the following categories Products Not Awarded No awards were made in the following categories Category 18: Low Volume Envelope Mail Labeler Category 19: Medium Volume Envelope Mail Labeler Category 20: High Volume Envelope Mail Labeler Category 21: Production Envelope Mail Labeler Category 29: Production Tabbers Category 30: Check Printing/Imprinting Category 32: Bursting Equipment Production

Miscellaneous Service Award Categories Category 1: Software License & Subscription Category 2: Software Consulting Category 3: Training Category 4: Design Production Category 5: Install Assembly Production Category 6: Relocation Services Category 7: Equipment Lease Category 8: Equipment Rental

Awarded Product Vendors Awarded Vendor States Proposed Categories Bell & Howell Nationwide 16, 31, 33 Neopost 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 13, 14, 15, 16, 22, 23, 24, 25, 26, 27 OPEX 34 Pitney Bowes 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 11, 12, 13, 14, 15, 16, 17, 22, 23, 24, 28, 33 RISO 22, 23 Stamps.com 17 Versia 35

Miscellaneous Service Awards Service Category Awarded Vendors Software License & Subscriptions Bell & Howell, Neopost, Pitney Bowes & Stamps.com Software Consulting Bell & Howell, Neopost & Pitney Bowes Training Bell & Howell & Neopost Design Product Install Assembly Production Relocation Services Bell & Howell, Neopost, OPEX, & RIOS Equipment Lease Neopost & Pitney Bowes Equipment Rental Neopost

Contract Instructions The official document that establishes these contracts is Attachment E - Offer and Acceptance, signed by the state and the contractor. The Master Agreements provide the Terms and Conditions of the awards.

Questions? Contract Lead: Chris Lacey State of Arizona (602) 542-7165 christopher.lacey@azdoa.gov .

Participating Addendum PROCESS

NASPO ValuePoint cooperative Master Agreement PA Process All 50 states and The District of Columbia have Memorandum Of Agreement allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement 20

Through the Participating Addendum States/Entities 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

Opportunities for Participation Three Options for Participation State signs a Participating Addenda for entire state Every legally eligible entity in the state can participate State signs a Participating Addenda for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addenda Political subdivisions wishing to participate may contact the NASPO ValuePoint 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. 22

Participation Opportunity #1 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 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. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 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. Contractor signs Participating Addendum and sends back to state for signature. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Participation Opportunity #2 Step by Step: Same Process as Opportunity #1 Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org 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. State Chief Procurement Officials (or designated representative) will be the signatory on the Participating Addendum. They will also be the NASPO ValuePoint point of contact throughout the process. 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. Contractor signs Participating Addendum and sends back to state for signature. State sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

Participation Opportunity #3 Step by Step: Participating Addendum templates are available on each Master Agreement page on www.naspovaluepoint.org An email request should be sent to INFO@naspovaluepoint.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. NASPO ValuePoint will email State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum. NASPO ValuePoint will email both contractor and entity with the permission from Chief Procurement Official to proceed to complete the Participating Addendum. 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. Contractor signs Participating Addendum and sends back to entity for signature . Entity sends fully executed copy to both contractor and NASPO ValuePoint at PA@naspovaluepoint.org Executed Participating Addendum will be maintained in a repository.

PA Process Flow Chart

State Executed vs Polysub Executed PA’s If a state has executed a Participating Addendum that allows for Political Subdivision’s to conduct purchases, NASPO ValuePoint discourages individual entities and contractors from executing a separate or additional Participating Addendum. If a Political Subdivision needs to execute a separate contractual document, that contractual document should be maintained at the political subdivision level. Do not forward to NASPO ValuePoint.

Things to Remember Sample PA’s are located on the NASPO ValuePoint Website under each master agreement portfolio. Executed Participating Addendum will be maintained on www.naspovaluepoint.org and in a repository. Participating states and entities will be identified on the map of the USA on each Master Agreement page on www.naspovaluepoint.org The Lead State and NASPO ValuePoint do not get involved with negotiations. Only submit completed and negotiated PA’s with signatures from both parties. Submit completed PA’s in PDF Format. 28

QUESTIONS? *Ted Fosket tfosket@naspovaluepoint.org (907) 723-3360 Contact the Lead State or our NASPO ValuePoint Cooperative Development Coordinators if there are any questions about our expectations! *Ted Fosket NASPO ValuePoint Cooperative Development Coordinator tfosket@naspovaluepoint.org (907) 723-3360 * NASPO ValuePoint Point of Contact for these Master Agreements. 29

Thank You!