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

2. 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

3. 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”).

4. 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.

5. 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

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

7. Evaluation Criteria Scoring was based on the following three categories:
CRITERIA ONE: Technical Points 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

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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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.

18. Questions?
Contract Lead: Chris Lacey State of Arizona (602) .

19. Participating Addendum
PROCESS

20. 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

21. 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

22. 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

23. Participation Opportunity #1
Step by Step:
Participating Addendum templates are available on each Master Agreement page on
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
Executed Participating Addendum will be maintained in a repository.

24. Participation Opportunity #2
Step by Step: Same Process as Opportunity #1
Participating Addendum templates are available on each Master Agreement page on
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
Executed Participating Addendum will be maintained in a repository.

25. Participation Opportunity #3
Step by Step:
Participating Addendum templates are available on each Master Agreement page on
An request should be sent to from entity ( may also be sent from contractor).
The needs to provide the following details: main point of contact from entity, full name of entity, phone number, address and physical address.
NASPO ValuePoint will State Chief Procurement Officer requesting approval for the entity to execute a Participating Addendum.
NASPO ValuePoint will 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
Executed Participating Addendum will be maintained in a repository.

26. PA Process Flow Chart

27. 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.

28. 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 and in a repository.
Participating states and entities will be identified on the map of the USA on each Master Agreement page on
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

29. 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
(907)
* NASPO ValuePoint Point of Contact for these Master Agreements. 29

30. Thank You!