State of Utah Digital Print & Quick Copy Services 2016-2021 Kickoff Webinar August 30, 2016

Sourcing Team Terri O’Toole and Solomon Kingston – Co-Leads, State of Utah Heather Moon – State of Nevada Breann Aggers – State of Washington Brian Jensen – State of Utah Shannon Berry, Cooperative Development Coordinator – NASPO ValuePoint

RFP Process & Evaluation

RFP Process Release Date: April 20, 2016 Pre-Proposal Webinar: None RFP Amendments: Amended 5 times Amendment 1 – May 12, 2016 Amendment 2 – May 18, 2016 Amendment 3, 4, & 5 – May 19, 2016 Closing Date: May 31, 2016 Proposals Received: 3 (1 Offeror found non-responsive)

Evaluation Rating Matrix Mandatory Minimum Requirements / Qualifications Offerors & subcontractors must not be under debarment. Offerors & subcontractors must not be involved in any Litigation that would impede performance. Offeror must provide a Contract Manager as the single point of contract for managing the NASPO ValuePoint Master Agreement. Contract Manger must have a minimum of 3 years’ experience managing similar contracts. Offeror must have minimum of 3 years experience providing services of similar nature.

Evaluation Criteria & Weights Technical Evaluation Criteria / Categories Points Possible 1 Product and Services Overview 100 2 Supplier Capabilities and Geographic Coverage 65 3 Customer Service 80 4 Marketing and Implementation 45 5 References 50 6 Value Added Alternatives 20 Total Technical Points 360

Evaluation Rating Matrix Scores were assigned on a 1 through 5 scale as follows: 1 = Poor, fails to address the requirements in the RFP 2 = Fair, addresses the requirements in the RFP unsatisfactorily 3 = Good, addresses all requirements in the RFP satisfactorily 4 = Very Good, addresses all requirements in the RFP and may exceed some 5 = Superior, addresses all requirements in the RFP and exceeds them

Evaluation Calculations Scored the criteria identified in each category on a 1 to 5 scale. Averaged the1 to 5 scores provided from the 3 evaluators for each criteria. Took the average score and allocated points according to the criteria weights. Only those Proposals that achieved a minimum 70% (252 points) of the possible Total Technical points (260 points) proceeded to Stage 3: Cost Proposal Evaluation.

Evaluation Calculations Stage 3: Cost Proposal Evaluation (240 cost points available). Offeror with the lowest total cost received the maximum available Cost points. All other Offerors received points as determined by a ratio* of their cost to the lowest offered cost.

Evaluation Calculations *Ratio Calculation: Points were assigned to each offeror’s cost proposal based on the Lowest Proposed Cost. The offeror with the Lowest Proposed Cost received 100% of the cost points. All other offerors received a portion of the total cost points based on what percentage higher their proposed cost is than the Lowest Proposed Cost. An Offeror whose proposed cost is more than double (200%) the Lowest Proposed Cost received no points. The formula to compute the points is: Cost Points x (2- (Proposed Cost/ Lowest Proposed Cost)).

Evaluation Calculations Contract Award Threshold The Highest Scoring Response AND those responses with a TOTAL combined Technical and Cost point score of 70% or more of the Highest Scoring Response’s point score will be eligible for contract award. Proposals with a score of less than the minimum required TOTAL combined score were deemed unacceptable and ineligible for contract award.

Taylor Communications Evaluation Results Office Depot Taylor Communications Total Technical Points (Minimum Threshold = 252) (Total Possible = 360) 286.0 227.3 Total Cost Points (Total Possible = 240) 240.0 0.0 Grand Total Points (Total Possible = 600) 526.0

New Master Agreements

Master Agreement Overview Existing Master Agreements Terminated – July 30, 2016 No overlap of current and new Master Agreements New Master Agreements Initial Term August 1, 2016 through July 30, 2021

Master Agreement Overview Master Agreement Cover Page Attachment A: NASPO ValuePoint Master Agreement Terms & Conditions Attachment B: NASPO ValuePoint Solicitation Documents Attachment C: Office Depot Inc.’s Proposal Attachment D: Advertising and Trademarks Terms and Conditions Attachment E: Office Depot Cost Schedule

Master Agreement Overview Ordering Instructions Orders are to be place on the Office Depot Self Service Website. A local Print Services Solutions Development Manager will be assigned at the State level. Participating States will contact the assigned individual if they are unable to place orders on the Office Depot self service website.

Master Agreement Overview Ordering Instructions All Orders pursuant to this Master Agreement, at a minimum, shall include: (1) The services or supplies being delivered; (2) The place and requested time of delivery; (3) A billing address; (4) The name, phone number, and address of the Purchasing Entity representative; (5) The price per hour or other pricing elements consistent with this Master Agreement and the contractor’s proposal; (6) A ceiling amount of the order for services being ordered; and (7) The Master Agreement identifier.

Master Agreement Overview Things to Watch Out For Contract Term – Orders must be placed pursuant to this Master Agreement prior to the termination date thereof, but may have a delivery date or performance period up to 120 days past the then current termination date of this Master Agreement.

Master Agreement Overview NASPO ValuePoint Administrative Fee of one-quarter of one percent (0.25% or 0.0025) no later than sixty (60) days following the end of each calendar quarter. States are allowed to require that an additional fee be paid directly to the state only on purchases made by Purchasing Entities within that state. For all such requests, the fee level, payment method and schedule for such reports and payments will be incorporated into the Participating Addendum that is made a part of the Master Agreement.

Master Agreement Overview Payment is net 30 days from date of Acceptance. After 45 days the Contractor may assess overdue account charges up to a maximum rate of one percent per month on the outstanding balance, unless a different late payment amount is specified in a Participating Addendum, Order, or otherwise prescribed by applicable law. Payments will be remitted by mail. Payments may be made via a State or political subdivision “Purchasing Card” with no additional charge. Purchasing Cards will be charged upon shipment of finished product.

Master Agreement Overview Key Objectives Met by Office Depot There is no development or deployment required, just plug and play. Provides a comprehensive source of printing for NASPO ValuePoint members through a nationwide network of Office Depot owned local convenience printing outlets throughout the United States. Through the operation of multiple nationwide printing outlets Office Depot provides NASPO ValuePoint with a wide range of products including digital printing, print-on-demand, duplicating, binding and finishing, distribution, order fulfillment, basic design services, online ordering, digital, customer satisfaction management including quality control, dispute resolution and management reporting.

Master Agreement Overview Key Objectives Met by Office Depot (cont.) Provides NASPO ValuePoint members with a cost-effective, efficient purchasing vehicle to fulfill their shortrun printing and binding needs. Provides ValuePoint members online access to their digital documents. Provides ValuePoint members the option of walk-up or online print services. Provides a training program to educate ValuePoint members how to utilize and benefit from this program. Its Copy and Print Depot is integrated directly into Office Depot’s supply ordering web site which not only eases implementation but allows high levels of reporting and ordering controls.

Contract Co-Leads, State of Utah Questions? Contract Co-Leads, State of Utah Terri O’Toole Phone: 801-538-3147 Email: totoole@utah.gov Solomon Kingston Phone: 801-538-3228 Email: skingston@utah.gov

Participating Addendum Process

All 50 states and The District of Columbia have executed the NASPO ValuePoint Cooperative MOA, allowing them to be eligible to use any NASPO ValuePoint cooperative Master Agreement 25

Opportunities for Participation Three Options for Participation State signs a Participating Addendum for entire state Every legally eligible entity in the state can participate State signs a Participating Addendum for non state entities Every legally eligible entity that is not a STATE agency can participate State does not sign a Participating Addendum 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. 26

Participation Opportunities #1 and #2 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 #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 PA@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

Participating Addendums Include their own State Administrative Fee Include required (unique) terms and conditions Identify options for State or their political subdivisions Request state-specific reporting or other requirements Select Contractors 30

Things to Remember Sample PA’s are located on the NASPO ValuePoint Website under each Master Agreement portfolio. The Lead State and NASPO ValuePoint do not participate when negotiating Participating Addendums. Executed Participating Addendum will be maintained on the website at 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 at www.naspovaluepoint.org. Only submit completed and negotiated PA’s with signatures from both parties. Submit completed PA’s in PDF Format to pa@naspovaluepoint.org. 31

Cooperative Development Coordinator Thank You Please let NASPO ValuePoint know if we can be of any assistance: Shannon Berry Cooperative Development Coordinator NASPO ValuePoint sberry@naspovaluepoint.org (775) 720-3404 32