HomeMy WebLinkAboutContract 57631 CSC No. 57631
FORT WORTH
CITY OF FORT WORTH
COOPERATIVE PURCHASE AGREEMENT
This Cooperative Purchase Agreement("Agreement")is entered into by and between Quadient Inc.
("Vendor") and the City of Fort Worth, ("City"), a Texas home rule municipality.
The Cooperative Purchase Agreement includes the following documents which shall be construed in the
order of precedence in which they are listed:
1. This Cooperative Purchase Agreement;
2. Exhibit A— Seller's Quote, Scope of Services or Purchase Order;
3. Exhibit B—Cooperative Agency Contract Sourcewell 011322-QDT; and
4. Exhibit C—Conflict of Interest Questionnaire
Exhibits A, B, and C,which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes. Vendor agrees to provide City with the services and goods included in
Exhibit A pursuant to the terms and conditions of this Cooperative Purchase Agreement, including all
exhibits thereto.
City shall pay Vendor in accordance with the fee schedule in Exhibit A and in accordance with
the provisions of this Agreement. Total payment made under this Agreement by City shall not exceed
Three Thousand Dollars ($3,000.00). Vendor shall not provide any additional items or services or bill
for expenses incurred for City not specified by this Agreement unless City requests and approves in
writing the additional costs for such services. City shall not be liable for any additional expenses of
Vendor not specified by this Agreement unless City first approves such expenses in writing.
The term of this Agreement is effective beginning on the date signed by the Assistant City
Manager below ("Effective Date") and expires on February 28, 2023. The City shall be able to renew
this agreement for three (3) one-year renewal options by written agreement of the parties.
Vendor agrees that City shall,until the expiration of three(3)years after final payment under this
Agreement, or the final conclusion of any audit commenced during the said three years, have access to
and the right to examine at reasonable times any directly pertinent books,documents,papers and records,
including, but not limited to, all electronic records, of Vendor involving transactions relating to this
Agreement at no additional cost to City. Vendor agrees that City shall have access during normal
working hours to all necessary Vendor facilities and shall be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City shall give Vendor
reasonable advance notice of intended audits.
Notices required pursuant to the provisions of this Agreement shall be conclusively determined
to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or
representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3)
received by the other party by United States Mail, registered, return receipt requested, addressed as
follows:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
To CITY: To VENDOR:
City of Fort Worth Quadient,Inc
Attn: Valerie Washington,Assistant City Manager John Tartaro, Deputy, CFO
200 Texas Street
Fort Worth,TX 76102-6314 Address:
Facsimile: (817) 392-8654 478 Wheelers Farms Road
Milford,CT 06461
With copy to Fort Worth City Attorney's Office at
same address Facsimile: 1-203-301-2600
The undersigned represents and warrants that he or she has the power and authority to execute this
Agreement and bind the respective Vendor.
CITY OF FORT WORTH:
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
By: Vale rie Washington(May 31,202222:13CDT) responsible for the monitoring and administration
Name: Valerie Washington of this contract,including ensuring all performance
Title: Assistant City Manager and reporting requirements.
Date:
APPROVAL RECOMMENDED: By: Shelley Hollars(May 31,202208:15 CDT)
Name: Shelley Hollars
Title: Administrative Services Manager
By: tr noly a ,202211:39CDT) APPROVED AS TO FORM AND LEGALITY:
Name: William Rumuly
Title: Municipal Court Director
ATTEST: �o4�nann By:
�a'NORr as Name: Taylor Paris
���o° ao Title: Assistant City Attorney
:7�`I`IG��G c1 C7000��GG v°
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By: Jannette S.Goodall(Jun 1,2022 21:26 HST) Qa*o o*�d CONTRACT AUTHORIZATION:
Name: Jannette Goodall 0� °°°°°°°°°°°° 4 M&C: N/A
Title: City Secretary �a�nFXASo°d
VENDOR:
Quadient, Inc
By: Q�'�
ame: John Tartaro OFFICIAL RECORD
Title: Deputy, CFO
CITY SECRETARY
Date:
5/25/2022 FT. WORTH, TX
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SP 20 NeoStats SP27 Neostats 3G/4G Cell
Meter Rate Identifier Commercial Price Sourcewell Discount Meter Rental Enhanced Consolidate SP30 E-Services Service SP35(eRR) NeoShip PLUS NeoShip ADV
PSDI $ 150.00 0% $ 150.00 N/A N/A N/A N/A N/A N/A N/A
IS280 $ 30.00 33% $ 20.00 Included Included $ 10.00 N/A $ 15.00 $ 3.00 $ 15.00
IS5000 $ 118.00 32% $ 80.00 $ 15.00 $ 30.00 $ 15.00 N/A $ 25.00 $ 3.00 $ 15.00
IX-3 $ 48.00 38% $ 30.00 $ 10.00 $ 10.00 N/A N/A $ 25.00 $ 3.00 $ 15.00
iX-5HF $ 68.00 34% $ 45.00 $ 15.00 $ 15.00 $ 10.00 $ 10.00 $ 35.00 $ 3.00 $ 15.00
iX-5AF $ 76.00 1 28% $ 55.00 $ 15.00 $ 15.00 $ 10.00 $ 10.00 $ 35.00 $ 3.00 $ 15.00
iX-7 $ 94.0o zo% $ 75.00 $ 15.00 $ 15.00 $ 10.00 $ 10.00 $ 40.00 $ 3.00 $ 15.00
iX-7PRO $ 103.00 27% $ 75.00 $ 20.00 $ 20.00 $ 15.00 $ 10.00 $ 40.00 $ 3.00 $ 15.00
IX9 $ 118.00 32% $ 80.00 $ 30.00 $ 30.00 N/A N/A $ 40.00 $ 3.00 $ 5.00
PRODUCT NAME AND DESCRIPTION
ISSP00
Online Advantage.FREE Apia available with every IS mailing system.Includes a basic Postage Expense Management report(meter piece count and postage
totals by month),"Low Ink"e-mail alerts,and remote service diagnostics.
ISSP10 Postal Rate.Automatic electronic update of USPS Mailing and Shipping Services rates and fees for Extra Services.Formerly known as"Rate Maintenance"or
"Standard Edition".
ISSP20 Online Postal Expense ManagerTM.Reporting of piece count and postage data by department,time period and postal class.Formerly known as"Department
Reports".
ISSP27 Includes all of the features available in ENHANCED plus the ability to centralize postage expense data for multiple mailing systems at on location or multiple
mailing systems across many locations.Requires part number NEOSTATSPROF($125 per unit)(Neostats Consolidated Professional Services).Orders will
ISSP30 E-Services.Includes:eDelivery Confirmation,eSignature Confirmation and eCertified.Formerly known as"eConfirmation Edition". Effective lanuary4,2010
Rate Change:Per USPS regulations,E-Services is not available for CPU meters.
ISSP35 E-Services with Electronic Return Receipt. Includes:eDelivery Confirmation,eSignature Confirmation,eCertified and the eCertified with Electronic Return
Receipt option.***Effective lanuary4,2010 Rate Change:Per USPS,E-RR is not available for CPU meters.
**SPECIFIC REQUIREMENTS FOR ELECTRONIC RETURN RECEIPT
ISSP35 requires ISSP30 or eRCP to maintain current USPS rates and Special Services.
ISSP35 requires an ERR Feature&Activation Kit(see descriptions below)
Note:ISSP35 includes all of the features that are offered in E-Services(ISSP30)plus ERR.Order ISSP30 if the customer wants E-Services only.Order ISSP35 if the customer wants
P/N DESCRIPTION of ERR FEATURE&ACTIVATION KITS(based on mailing system model)
W-Series Mailing Systems
IX3ERR iX-3 Series ERR FEATURE&ACTIVATION KIT
Activation Kit includes:iX-3 Series E-RR Rate File,(100)eDelivery Confirmation labels
(100)eSignature Confirmation labels and(100)eCertified labels
IX5HERR iX Series 5(HF)ERR FEATURE&ACTIVATION KIT
Activation Kit includes:iX Series 5(HF)E-RR Rate File,(100)eDelivery Confirmation labels,
(100)eSignature Confirmation labels and(100)eCertified labels
IX5AERR iX Series 5(AF)ERR FEATURE&ACTIVATION KIT
Activation Kit includes:Barcode Scanner,iX Series 5(AF)E-RR Rate File,(100)eDelivery
Confirmation labels,(100)eSignature Confirmation labels,and(300)eCertified label,
IX7ERR iX Series 7 FEATURE&ACTIVATION KIT
Activation Kit includes:Barcode Scanner,iX Series 7 E-RR Rate File,(200)eDelivery
Confirmation labels,(200)eSignature Confirmation labels and(500)eCertified label,
IX7PROERR iX Series 7PRO FEATURE&ACTIVATION KIT
Activation Kit includes:Barcode Scanner,iX Series 7PRO E-RR Rate File,(200)eDelivery
Confirmation labels,(200)eSignature Confirmation labels and(500)eCertified label,
IXS ERR iX-9 Series E-RR FEATURE ACTIVATION AND STARTER KIT
Activation Kit includes:E-RR Feature Software,IS-5000 E-RR Rate File,Barcode Scanner,(200)eDelivery Confirmation labels,(200)eSignature
Confirmation labels and(500)eCertified labels.
IS-Series Mailing Systems
IS280ERR IS-280 ERR FEATURE&ACTIVATION KIT
Activation Kit includes:IS-280 E-RR Rate File, (100)eDelivery Confirmation labels
(100)eSignature Confirmation labels and(100)eCertified labels
IS5000ERR IS-5000 E-RR FEATURE ACTIVATION AND STARTER KIT
Activation Kit includes:E-RR Feature Software,IS-5000 E-RR Rate File,Barcode Scanner,(200)eDelivery Confirmation labels,(200)eSignature
Confirmation labels and(500)eCertified labels.
Quadient Postage Funding
BasicPLUS
Standard with the IS-280,IS-330,IS-350 and iX-3 mailing systems
*No monthly service charge
*No transaction fee for Quadient Postage Funding account balance up to$700
*1%transaction fee on the amount that exceeds your account balance of$700
*Quadient Postage Funding account balance can not exceed$1,500 without prior approval
AdvantagePLUS
Standard with the IN Series 700/750&iX5/iX7/iX7PRO/iX9 Quadient mailing systems
*No monthly service charge
*No transaction fee for Quadient Postage Funding account balance up to$4,000
*1%transaction fee on the amount that exceeds your account balance of$4,000
*Quadient Postage Funding account balance can not exceed$8,500 without prior approval
PremierPLUS
Available with the IN Series 700/750&iX5/iX7/iX7PRO/iX9 Quadient mailing systems and multi-meter account
•One time$100 credit application fee
•Three day approval period
•No monthly service charge
•No transaction fee for Quadient Postage Funding account balance up to$4,000
•1%transaction fee on the amount that exceeds your account balance of$4,000
•Maximum Quadient Postage Funding account threshold based on application approval
Segment State &Local Government Entities All Other Sourcewell Members
For state agencies, cities, counties,towns, Private schools, universities, private non-
Government Entity public offices and agencies profit hospitals, non-profit organizations
(tax exempt orgs), and associations
Sourcewell-State and Local Government Sourcewell- Non-Profit&Private
Terms/Conditions Lease Terms School/University School/University Lease Terms
Lease contract Purchase Order Purchase Order
Lease Types Fair Market Value FMV or LTOP Fair Market Value FMV
lease Terms 12 24 36 48 60 63 mo 12 24 36 48 60 63 mo
12 Months = .0907 12 Months = .0888
24 Months = .0490 24 Months = .0471
36 Months = .0352 36 Months = .0332
Lease Rates 48 Months = .0283 48 Months = .0263
60 Months = .0243 60 Months = .0222
63 Months = .0236 63 Months = .0215
Document Fee $100.00 $100.00
Property Taxes Included in rate as long as Exemp Billed and Paid by Customer
Cetificate is provided with order
Note: A .pdf copy of the price list has been provided, however an excel copy is
available with City's Purchasing Division and the supplier
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416 Exhibit B
011322-QDT
Sourcewell
Solicitation Number: RFP #011322
CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN
56479 (Sourcewell) and Quadient, Inc., 478 Wheelers Farms Road, Milford, CT 06461
(Supplier).
Sourcewell is a State of Minnesota local government unit and service cooperative created
under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers
cooperative procurement solutions to government entities. Participation is open to eligible
federal, state/province, and municipal governmental entities, higher education, K-12 education,
nonprofit, tribal government, and other public entities located in the United States and Canada.
Sourcewell issued a public solicitation for Mailing and Postage Equipment and Technology from
which Supplier was awarded a contract.
Supplier desires to contract with Sourcewell to provide equipment, products, or services to
Sourcewell and the entities that access Sourcewell's cooperative purchasing contracts
(Participating Entities).
1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.
B. EXPIRATION DATE AND EXTENSION. This Contract expires February 28, 2026, unless it is
cancelled sooner pursuant to Article 22. This Contract may be extended one additional year
upon the request of Sourcewell and written agreement by Supplier.
C. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all
payment obligations incurred prior to expiration or termination will survive, as will the
following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All
other rights will cease upon expiration or termination of this Contract.
2. EQUIPMENT, PRODUCTS, OR SERVICES
A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or
Services as stated in its Proposal submitted under the Solicitation Number listed above.
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Supplier's Equipment, Products, or Services Proposal (Proposal) is attached and incorporated
into this Contract.
All Equipment and Products provided under this Contract must be new and the current model.
Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated
in Supplier's product and pricing list. Unless agreed to by the Participating Entities in advance,
Equipment or Products must be delivered as operational to the Participating Entity's site.
This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated,
sales and sales volume are not guaranteed.
B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free
from liens and encumbrances, and are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will
perform in accordance with the ordinary use for which they are intended. Supplier's dealers
and distributors must agree to assist the Participating Entity in reaching a resolution in any
dispute over warranty terms with the manufacturer. Any manufacturer's warranty that extends
beyond the expiration of the Supplier's warranty will be passed on to the Participating Entity.
C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout
the Contract term, Supplier must provide to Sourcewell a current means to validate or
authenticate Supplier's authorized dealers, distributors, or resellers relative to the Equipment,
Products, and Services offered under this Contract, which will be incorporated into this
Contract by reference. It is the Supplier's responsibility to ensure Sourcewell receives the most
current information.
3. PRICING
All Equipment, Products, or Services under this Contract will be priced at or below the price
stated in Supplier's Proposal.
When providing pricing quotes to Participating Entities, all pricing quoted must reflect a
Participating Entity's total cost of acquisition. This means that the quoted cost is for delivered
Equipment, Products, and Services that are operational for their intended purpose, and
includes all costs to the Participating Entity's requested delivery location.
Regardless of the payment method chosen by the Participating Entity, the total cost associated
with any purchase option of the Equipment, Products, or Services must always be disclosed in
the pricing quote to the applicable Participating Entity at the time of purchase.
A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly
packaged. Damaged Equipment and Products may be rejected. If the damage is not readily
apparent at the time of delivery, Supplier must permit the Equipment and Products to be
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returned within a reasonable time at no cost to Sourcewell or its Participating Entities.
Participating Entities reserve the right to inspect the Equipment and Products at a reasonable
time after delivery where circumstances or conditions prevent effective inspection of the
Equipment and Products at the time of delivery. In the event of the delivery of nonconforming
Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and
the Supplier will replace nonconforming Equipment and Products with conforming Equipment
and Products that are acceptable to the Participating Entity.
Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive
in a defective or inoperable condition.
Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally
delivers substandard or inferior Equipment or Products.
B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax-
exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax-
exempt entity.
C. HOT LIST PRICING. At anytime during this Contract, Supplier may offer a specific selection
of Equipment, Products, or Services at discounts greater than those listed in the Contract.
When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to
Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed
from the Hot List at any time through a Sourcewell Price and Product Change Form as defined
in Article 4 below.
Hot List program and pricing may also be used to discount and liquidate close-out and
discontinued Equipment and Products as long as those close-out and discontinued items are
clearly identified as such. Current ordering process and administrative fees apply. Hot List
Pricing must be published and made available to all Participating Entities.
4. PRODUCT AND PRICING CHANGE REQUESTS
Supplier may request Equipment, Product, or Service changes, additions, or deletions at any
time. All requests must be made in writing by submitting a signed Sourcewell Price and Product
Change Request Form to the assigned Sourcewell Supplier Development Administrator. This
approved form is available from the assigned Sourcewell Supplier Development Administrator.
At a minimum, the request must:
• Identify the applicable Sourcewell contract number;
• Clearly specify the requested change;
• Provide sufficient detail to justify the requested change;
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• Individually list all Equipment, Products, or Services affected by the requested change,
along with the requested change (e.g., addition, deletion, price change); and
• Include a complete restatement of pricing documentation in Microsoft Excel with the
effective date of the modified pricing, or product addition or deletion.The new pricing
restatement must include all Equipment, Products, and Services offered, even for those
items where pricing remains unchanged.
A fully executed Sourcewell Price and Product Change Request Form will become an
amendment to this Contract and will be incorporated by reference.
S. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS
A. PARTICIPATION. Sourcewell's cooperative contracts are available and open to public and
nonprofit entities across the United States and Canada; such as federal, state/province,
municipal, K-12 and higher education, tribal government, and other public entities.
The benefits of this Contract should be available to all Participating Entities that can legally
access the Equipment, Products, or Services under this Contract. A Participating Entity's
authority to access this Contract is determined through its cooperative purchasing, interlocal,
or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service
Member of Sourcewell during such time of access. Supplier understands that a Participating
Entity's use of this Contract is at the Participating Entity's sole convenience and Participating
Entities reserve the right to obtain like Equipment, Products, or Services from any other source.
Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use
eligibility requirements and documentation and will encourage potential participating entities
to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its
roster during the term of this Contract.
B. PUBLIC FACILITIES. Supplier's employees maybe required to perform work at government-
owned facilities, including schools. Supplier's employees and agents must conduct themselves
in a professional manner while on the premises, and in accordance with Participating Entity
policies and procedures, and all applicable laws.
6. PARTICIPATING ENTITY USE AND PURCHASING
A. ORDERS AND PAYMENT.To access the contracted Equipment, Products, or Services under
this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this
Contract; however, order flow and procedure will be developed jointly between Sourcewell and
Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized
subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it
may use its own forms, but the purchase order should clearly note the applicable Sourcewell
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contract number. All Participating Entity orders under this Contract must be issued prior to
expiration or cancellation of this Contract; however, Supplier performance, Participating Entity
payment obligations, and any applicable warranty periods or other Supplier or Participating
Entity obligations may extend beyond the term of this Contract. In addition, any lease or rental
agreement entered into by Supplier or Supplier's subsidiary and a Participating Entity under this
Contract will continue for the applicable term identified in the agreement, subject to the terms
and conditions thereof.
Supplier's acceptable forms of payment are included in its attached Proposal. Participating
Entities will be solely responsible for payment and Sourcewell will have no liability for any
unpaid invoice of any Participating Entity.
B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and
conditions to a purchase order, or other required transaction documentation, may be
negotiated between a Participating Entity and Supplier, such as job or industry-specific
requirements, legal requirements (e.g., affirmative action or immigration status requirements),
or specific local policy requirements. Some Participating Entities may require the use of a
Participating Addendum; the terms of which will be negotiated directly between the
Participating Entity and the Supplier. Supplier may require the use of Supplier's applicable
standard transaction documents, such as postage funding terms, lease or rental agreements,
software license or subscription agreements, statements of work, and application packs. Any
negotiated additional terms and conditions must never be less favorable to the Participating
Entity than what is contained in this Contract.
C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires
service or specialized performance requirements not addressed in this Contract (such as e-
commerce specifications, specialized delivery requirements, or other specifications and
requirements), the Participating Entity and the Supplier may enter into a separate, standalone
agreement, apart from this Contract. Sourcewell, including its agents and employees, will not
be made a party to a claim for breach of such agreement.
D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or
in part, immediately upon notice to Supplier in the event of any of the following:
1. The Participating Entity fails to receive funding or appropriation from its governing body
at levels sufficient to pay for the equipment, products, or services to be purchased. For
lease transactions between Supplier (or Supplier's subsidiary) and a Participating Entity,
non-appropriation will be addressed in accordance with the lease terms; or
2. Federal, state, or provincial laws or regulations prohibit the purchase or change the
Participating Entity's requirements.
E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a
Participating Entity's order will be determined by the Participating Entity making the purchase.
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7. CUSTOMER SERVICE
A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to
Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is
changed. The Account Representative will be responsible for:
• Maintenance and management of this Contract;
• Timely response to all Sourcewell and Participating Entity inquiries; and
• Business reviews to Sourcewell and Participating Entities, if applicable.
B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with
Sourcewell per contract year. The business review will cover sales to Participating Entities,
pricing and contract terms, administrative fees, sales data reports, supply issues, customer
issues, and any other necessary information.
8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT
A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a
contract sales activity report (Report) to the Sourcewell Supplier Development Administrator
assigned to this Contract. Reports are due no later than 45 days after the end of each calendar
quarter. A Report must be provided regardless of the number or amount of sales during that
quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were
made).
The Report must contain the following fields:
• Participating Entity Name (e.g., City of Staples Highway Department);
• Participating Entity Physical Street Address;
• Participating Entity City;
• Participating Entity State/Province;
• Participating Entity Zip/Postal Code;
• Participating Entity Contact Name;
• Participating Entity Contact Email Address;
• Participating Entity Contact Telephone Number;
• Sourcewell Assigned Entity/Participating Entity Number;
• Item Purchased Description;
• Item Purchased Price;
• Sourcewell Administrative Fee Applied; and
• Date Purchase was invoiced/sale was recognized as revenue by Supplier.
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B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell,
the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and
Services provided to Participating Entities. The Administrative Fee must be included in, and not
added to, the pricing. Supplier may not charge Participating Entities more than the contracted
price to offset the Administrative Fee.
The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated
in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased
by Participating Entities under this Contract during each calendar quarter. Payments should
note the Supplier's name and Sourcewell-assigned contract number in the memo; and must be
mailed to the address above "Attn: Accounts Receivable" or remitted electronically to
Sourcewell's banking institution per Sourcewell's Finance department instructions. Payments
must be received no later than 45 calendar days after the end of each calendar quarter.
Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to
ensure that the administrative fee is paid on all items purchased under this Contract.
In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell
reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in
any subsequent solicitation. In the event this Contract is cancelled by either party prior to the
Contract's expiration date, the administrative fee payment will be due no more than 30 days
from the cancellation date.
9. AUTHORIZED REPRESENTATIVE
Sourcewell's Authorized Representative is its Chief Procurement Officer.
Supplier's Authorized Representative is the person named in the Supplier's Proposal. If
Supplier's Authorized Representative changes at any time during this Contract, Supplier must
promptly notify Sourcewell in writing.
10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE
A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records,
documents, and accounting procedures and practices relevant to this Agreement are subject to
examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the
end of this Contract. This clause extends to Participating Entities as it relates to business
conducted by that Participating Entity under this Contract.
B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under
this Contract without the prior written consent of the other party and a fully executed
assignment agreement. Such consent will not be unreasonably withheld. Any prohibited
assignment will be invalid.
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C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective
until it has been duly executed by the parties.
D. WAIVER. Failure by either party to take action or assert any right under this Contract will
not be deemed a waiver of such right in the event of the continuation or repetition of the
circumstances giving rise to such right. Any such waiver must be in writing and signed by the
parties.
E. CONTRACT COMPLETE.This Contract represents the complete agreement between the
parties. No other understanding regarding this Contract, whether written or oral, may be used
to bind either party.For any conflict between the attached Proposal and the terms set out in
Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.
F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent
contractors, each free to exercise judgment and discretion with regard to the conduct of their
respective businesses. This Contract does not create a partnership, joint venture, or any other
relationship such as master-servant, or principal-agent.
11. INDEMNITY AND HOLD HARMLESS
Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities,
including their agents and employees, harmless from any claims or causes of action, including
attorneys' fees incurred by Sourcewell or its Participating Entities, arising out of any act or
omission in the performance of this Contract by the Supplier or its agents or employees; this
indemnification includes injury or death to person(s) or property alleged to have been caused
by some defect in the Equipment, Products, or Services under this Contract to the extent the
Equipment, Product, or Service has been used according to its specifications. Sourcewell's
responsibility will be governed by the State of Minnesota's Tort Liability Act (Minnesota
Statutes Chapter 466) and other applicable law.
12. GOVERNMENT DATA PRACTICES
Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act,
Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell
under this Contract and as it applies to all data created, collected, received, stored, used,
maintained, or disseminated by the Supplier under this Contract.
13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT
A. INTELLECTUAL PROPERTY
1. Grant of License. During the term of this Contract:
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a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and
license to use thetrademark(s) provided to Supplier by Sourcewell in advertising and
promotional materials for the purpose of marketing Sourcewell's relationship with
Supplier.
b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and
license to use Supplier's trademarks in advertising and promotional materials for the
purpose of marketing Supplier's relationship with Sourcewell.
2. Limited Right of Sublicense. The right and license granted herein includes a limited right
of each party to grant sublicenses to their respective subsidiaries, distributors, dealers,
resellers, marketing representatives, and agents (collectively "Permitted Sublicensees") in
advertising and promotional materials for the purpose of marketing the Parties' relationship
to Participating Entities. Any sublicense granted will be subject to the terms and conditions
of this Article. Each party will be responsible for any breach of this Article by any of their
respective sublicensees.
3. Use; Quality Control.
a. Neither party may alter the other party's trademarks from the form provided
and must comply with removal requests as to specific uses of its trademarks or
logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the
other party's trademarks only in good faith and in a dignified manner consistent with
such party's use of the trademarks. Upon written notice to the breaching party, the
breaching party has 30 days of the date of the written notice to cure the breach or
the license will be terminated.
4. As applicable, Supplier agrees to indemnify and hold harmless Sourcewell and its
Participating Entities against any and all suits, claims,judgments, and costs instituted or
recovered against Sourcewell or Participating Entities by any person on account of the use
of any Equipment or Products by Sourcewell or its Participating Entities supplied by Supplier
in violation of applicable patent or copyright laws.
5. Termination. Upon the termination of this Contract for any reason, each party, including
Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites,
and the like bearing the other party's name or logo (excepting Sourcewell's pre-printed
catalog of suppliers which may be used until the next printing). Supplier must return all
marketing and promotional materials, including signage, provided by Sourcewell, or dispose
of it according to Sourcewell's written directions.
B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released
without prior written approval from the Authorized Representatives. Publicity includes notices,
informational pamphlets, press releases, research, reports, signs, and similar public notices
prepared by or for the Supplier individually or jointly with others, or any subcontractors, with
respect to the program, publications, or services provided resulting from this Contract.
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C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be
approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development
Administrator assigned to this Contract.
D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment,
Products, or Services.
14. GOVERNING LAW,JURISDICTION, AND VENUE
The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue
for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate
state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.
15. FORCE MAJEURE
Neither party to this Contract will be held responsible for delay or default caused by acts of God
or other conditions that are beyond that party's reasonable control. A party defaulting under
this provision must provide the other party prompt written notice of the default.
16. SEVERABILITY
If any provision of this Contract is found by a court of competent jurisdiction to be illegal,
unenforceable, or void then both parties will be relieved from all obligations arising from that
provision. If the remainder of this Contract is capable of being performed, it will not be affected
by such determination or finding and must be fully performed.
17. PERFORMANCE, DEFAULT, AND REMEDIES
A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and
address unresolved contract issues as follows:
1. Notification. The parties must promptly notify each other of any known dispute and
work in good faith to resolve such dispute within a reasonable period of time. If necessary,
Sourcewell and the Supplier will jointly develop a short briefing document that describes
the issue(s), relevant impact, and positions of both parties.
2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified
above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher
level of management.The Supplier will have 30 calendar days to cure an outstanding issue.
3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the
Supplier must continue without delay to carry out all of its responsibilities under the
Contract that are not affected by the dispute. If the Supplier fails to continue without delay
to perform its responsibilities under the Contract, in the accomplishment of all undisputed
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work, the Supplier will bear any additional costs incurred by Sourcewell and/or its
Participating Entities as a result of such failure to proceed.
B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract,
or any Participating Entity order under this Contract, in default:
1. Nonperformance of contractual requirements, or
2. A material breach of any term or condition of this Contract.
The party claiming default must provide written notice of the default, with 30 calendar days to
cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated
or other damages. If the default remains after the opportunity for cure, the non-defaulting
party may:
• Exercise any remedy provided by law or equity, or
• Terminate the Contract or any portion thereof, including any orders issued against the
Contract.
In the event the Contract is terminated pursuant to this section, any lease or rental agreement
entered into by Supplier or Supplier's subsidiary and a Participating Entity under this Contract
will continue for the applicable term identified in the agreement, subject to the terms and
conditions thereof.
18. INSURANCE
A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect
at all times during the performance of this Contract with insurance company(ies) licensed or
authorized to do business in the State of Minnesota having an "AM BEST" rating of A- or better,
with coverage and limits of insurance not less than the following:
1. Workers'Compensation and Employer's Liability.
Workers' Compensation: As required by any applicable law or regulation.
Employer's Liability Insurance: must be provided in amounts not less than listed below:
Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease
2. Commercial General Liability Insurance. Supplier will maintain insurance covering its
operations, with coverage on an occurrence basis, and must be subject to terms no less
broad than the Insurance Services Office ("ISO") Commercial General Liability Form
CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include
liability arising from premises, operations, bodily injury and property damage,
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independent contractors, products-completed operations including construction defect,
contractual liability, blanket contractual liability, and personal injury and advertising
injury. All required limits, terms and conditions of coverage must be maintained during
the term of this Contract.
Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage
$1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for Products-Completed operations
$2,000,000 general aggregate
3. Commercial Automobile Liability Insurance. During the term of this Contract,
Supplier will maintain insurance covering all owned, hired, and non-owned automobiles
in limits of liability not less than indicated below. The coverage must be subject to terms
no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer),
or equivalent.
Minimum Limits:
$1,000,000 each accident, combined single limit
4. Umbrella Insurance. During the term of this Contract, Supplier will maintain
umbrella coverage over Employer's Liability, Commercial General Liability, and
Commercial Automobile.
Minimum Limits:
$2,000,000
5. Professional/Technical, Errors and Omissions, and/or Miscellaneous Professional
Liability. During the term of this Contract, Supplier will maintain coverage for all claims
the Supplier may become legally obligated to pay resulting from any actual or alleged
negligent act, error, or omission related to Supplier's professional services required
under this Contract.
Minimum Limits:
$2,000,000 per claim or event
$2,000,000—annual aggregate
6. Network Security and Privacy Liability Insurance. During the term of this Contract,
Supplier will maintain coverage for network security and privacy liability. The coverage
may be endorsed on another form of liability coverage or written on a standalone
policy. The insurance must cover claims which may arise from failure of Supplier's
security resulting in, but not limited to, computer attacks, unauthorized access,
disclosure of not public data —including but not limited to, confidential or private
information, transmission of a computer virus, or denial of service.
Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate
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Failure of Supplier to maintain the required insurance will constitute a material breach entitling
Sourcewell to immediately terminate this Contract for default.
B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must
furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this
Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to
Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the
Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must
be signed by a person authorized by the insurer(s) to bind coverage on their behalf.
Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide
certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in
this Contract.
C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY
INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including
their officers, agents, and employees, as an additional insured under the Supplier's commercial
general liability insurance policy with respect to liability arising out of activities, "operations," or
"work" performed by or on behalf of Supplier, and products and completed operations of
Supplier. The policy provision(s) or endorsements) must further provide that coverage is
primary and not excess over or contributory with any other valid, applicable, and collectible
insurance or self-insurance in force for the additional insureds.
D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or
otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional
insureds for losses paid under the insurance policies required by this Contract or other
insurance applicable to the Supplier or its subcontractors.The waiver must apply to all
deductibles and/or self-insured retentions applicable to the required or any other insurance
maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must
require similar written express waivers of subrogation and insurance clauses from each of its
subcontractors.
E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this
Contract can be met by either providing a primary policy or in combination with
umbrella/excess liability policy(ies), or self-insured retention.
19. COMPLIANCE
A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this
Contract must comply fully with applicable federal laws and regulations, and with the laws in
the states and provinces in which the Equipment, Products, or Services are sold.
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B. LICENSES. Supplier must maintain a valid and current status on all required federal,
state/provincial, and local licenses, bonds, and permits required for the operation of the
business that the Supplier conducts with Sourcewell and Participating Entities.
20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION
Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in
writing certain information to Sourcewell related to bankruptcy actions. If at any time during
this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in
writing.
Supplier certifies and warrants that neither it nor its principals are presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs
operated by the State of Minnesota; the United States federal government or the Canadian
government, as applicable; or any Participating Entity. Supplier certifies and warrants that
neither it nor its principals have been convicted of a criminal offense related to the subject
matter of this Contract. Supplier further warrants that it will provide immediate written notice
to Sourcewell if this certification changes at any time.
21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER
UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or
services from this Contract may be subject to additional requirements including the
procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit
Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional
requirements based on specific funding source terms or conditions. Within this Article, all
references to "federal" should be interpreted to mean the United States federal government.
The following list only applies when a Participating Entity accesses Supplier's Equipment,
Products, or Services with United States federal funds.
A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all
contracts that meet the definition of"federally assisted construction contract" in 41 C.F.R. § 60-
1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in
accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319,
12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending
Executive Order 11246 Relating to Equal Employment Opportunity," and implementing
regulations at 41 C.F.R. § 60, "Office of Federal Contract Compliance Programs, Equal
Employment Opportunity, Department of Labor."The equal opportunity clause is incorporated
herein by reference.
B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal
program legislation, all prime construction contracts in excess of$2,000 awarded by non-
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federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. §
3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5,
"Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted
Construction"). In accordance with the statute, contractors must be required to pay wages to
laborers and mechanics at a rate not less than the prevailing wages specified in a wage
determination made by the Secretary of Labor. In addition, contractors must be required to pay
wages not less than once a week. The non-federal entity must place a copy of the current
prevailing wage determination issued by the Department of Labor in each solicitation.The
decision to award a contract or subcontract must be conditioned upon the acceptance of the
wage determination. The non-federal entity must report all suspected or reported violations to
the federal awarding agency. The contracts must also include a provision for compliance with
the Copeland "Anti-Kickback" Act (40 U.S.C. § 3145), as supplemented by Department of Labor
regulations (29 C.F.R. § 3, "Contractors and Subcontractors on Public Building or Public Work
Financed in Whole or in Part by Loans or Grants from the United States"). The Act provides that
each contractor or subrecipient must be prohibited from inducing, by any means, any person
employed in the construction, completion, or repair of public work, to give up any part of the
compensation to which he or she is otherwise entitled. The non-federal entity must report
all suspected or reported violations to the federal awarding agency. Supplier must be in
compliance with all applicable Davis-Bacon Act provisions.
C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where
applicable, all contracts awarded by the non-federal entity in excess of$100,000 that involve
the employment of mechanics or laborers must include a provision for compliance with 40
U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).
Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of
every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess
of the standard work week is permissible provided that the worker is compensated at a rate of
not less than one and a half times the basic rate of pay for all hours worked in excess of 40
hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction
work and provide that no laborer or mechanic must be required to work in surroundings or
under working conditions which are unsanitary, hazardous or dangerous. These requirements
do not apply to the purchases of supplies or materials or articles ordinarily available on the
open market, or contracts for transportation or transmission of intelligence. This provision is
hereby incorporated by reference into this Contract. Supplier certifies that during the term of
an award for all contracts by Sourcewell resulting from this procurement process, Supplier must
comply with applicable requirements as referenced above.
D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACTOR AGREEMENT. If the federal award
meets the definition of"funding agreement" under 37 C.F.R. § 401.2(a) and the recipient or
subrecipient wishes to enter into a contract with a small business firm or nonprofit organization
regarding the substitution of parties, assignment or performance of experimental,
developmental, or research work under that "funding agreement," the recipient or subrecipient
must comply with the requirements of 37 C.F.R. § 401, "Rights to Inventions Made by Nonprofit
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Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative
Agreements," and any implementing regulations issued by the awarding agency. Supplier
certifies that during the term of an award for all contracts by Sourcewell resulting from this
procurement process, Supplier must comply with applicable requirements as referenced above.
E. CLEAN AIR ACT(42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL
ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of$150,000 require
the non-federal award to agree to comply with all applicable standards, orders or regulations
issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution
Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal
awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
Supplier certifies that during the term of this Contract will comply with applicable requirements
as referenced above.
F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award
(see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions
in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R.
§180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3
C.F.R. § 1989 Comp., p. 235), "Debarment and Suspension." SAM Exclusions contains the names
of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier
certifies that neither it nor its principals are presently debarred, suspended, proposed for
debarment, declared ineligible, or voluntarily excluded from participation by any federal
department or agency.
G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file
any required certifications. Suppliers must not have used federal appropriated funds to pay any
person or organization for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, officer or employee of Congress, or an employee of a member
of Congress in connection with obtaining any federal contract, grant, or any other award
covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that
takes place in connection with obtaining any federal award. Such disclosures are forwarded
from tier to tier up to the non-federal award. Suppliers must file all certifications and
disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31
U.S.C. § 1352).
H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with
the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies
that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after
grantees or subgrantees submit final expenditure reports or quarterly or annual financial
reports, as applicable, and all other pending matters are closed.
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I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier
must comply with the mandatory standards and policies relating to energy efficiency which are
contained in the state energy conservation plan issued in compliance with the Energy Policy
and Conservation Act.
J. BUY AMERICAN PROVISIONS COMPLIANCE.To the extent applicable, Supplier must comply
with all applicable provisions of the Buy American Act. Purchases made in accordance with the
Buy American Act must follow the applicable procurement rules calling for free and open
competition.
K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized
representatives of a federal agency must have access to any books, documents, papers and
records of Supplier that are directly pertinent to Supplier's discharge of its obligations under
this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The
right also includes timely and reasonable access to Supplier's personnel for the purpose of
interview and discussion relating to such documents.
L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is
a state agency or agency of a political subdivision of a state and its contractors must comply
with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation
and Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a
satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the
value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring
solid waste management services in a manner that maximizes energy and resource recovery;
and establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier not use the seal(s), logos, crests, or
reproductions of flags or likenesses of Federal agency officials without specific pre-approval.
N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to
this Contract or any purchase by an Participating Entity and is not subject to any obligations or
liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter
resulting from the Contract or any purchase by an authorized user.
O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS.The
Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and
Statements) applies to the Supplier's actions pertaining to this Contract or any purchase by a
Participating Entity.
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P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any
federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit
disallowance, and benefit overpayments.
Q. CONFLICTS OF INTEREST.The Supplier must notify the U.S. Office of General Services,
Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to
the anticipated work under this Contract raises an actual or potential conflict of interest (as
described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in
writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and
Participating Entity are able to assess the actual or potential conflict; and provide any additional
information as necessary or requested.
R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.
Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources
and support to individuals and organizations associated with terrorism.
S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR
EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it
will comply with applicable requirements of 2 C.F.R. § 200.216.
T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies
that during the term of this Contract will comply with applicable requirements of 2 C.F.R. §
200.322.
22. CANCELLATION
Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60
days' written notice to the other party. However, Sourcewell may cancel this Contract
immediately upon discovery of a material defect in any certification made in Supplier's
Proposal. Cancellation of this Contract does not relieve either party of financial, product, or
service obligations incurred or accrued prior to cancellation.
Sourcewell Quadient, Inc.
DocuSigned by: Docu Signed by:
ys(6xvf,� EF2722FO422EC4144sa rayBy: By:COFD2A 139D06489__ 1...
Jeremy Schwartz Loutissa Perry
Title: Chief Procurement Officer Title: VP of Order to Cash
3/3/2022 1 7:50 PM CST 3/4/2022 1 6:40 AM PST
Date: Date:
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Approved:
Docu5igned by:
(h
By: 7E42BSF817A64CC...
Chad Coauette
Title: Executive Director/CEO
3/4/2022 1 8:58 AM CST
Date:
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RFP 011322 - Mailing and Postage Equipment and Technology
Vendor Details
Company Name: Quadient, Inc.
Does your company conduct
business under any other name?If Connecticut
yes, please state:
478 Wheelers Farms Rd.
Address:
Milford, CT 06461
Contact: NAGA Accounts
Email: us.government@quadient.com
Phone: 203-301-3400 3602
Fax: 203-301-3400
HST#: 942388882
Submission Details
Created On: Tuesday November 16, 2021 09:22:32
Submitted On: Thursday January 13,2022 07:20:30
Submitted By: NAGA Accounts
Email: us.government@quadient.com
Transaction#: c4304b71-4fc5-40e3-9978-cffb9b64f3fb
Submitter's I Address: 24.60.21.170
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Specifications
Table 1: Proposer Identity&Authorized Representatives
General Instructions (applies to all Tables) Sourcewell prefers a brief but thorough response to each question. Do not merely attach
additional documents to your response without also providing a substantive response. Do not leave answers blank; respond "N/A" if the
question does not apply to you (preferably with an explanation).
Line Question Response
Item
1 Proposer Legal Name (one legal entity only): Quadient, Inc.
(In the event of award, will execute the
resulting contract as "Supplier")
2 Identify all subsidiary entities of the Proposer Quadient Leasing USA, Inc.
whose equipment, products, or services are Quadient Finance USA, Inc.
included in the Proposal.
3 Identify all applicable assumed names or DBA N/A
names of the Proposer or Proposer's
subsidiaries in Line 1 or Line 2 above.
4 Provide your CAGE code or DUNS number: 61985 (Cage) 080708241 (DUNS)
5 Proposer Physical Address: 478 Wheelers Farms Road
Milford, CT 06461
6 Proposer website address (or addresses): www.quadient.com
7 Proposer's Authorized Representative (name, John Tartaro
title, address, email address & phone) (The Deputy CFO
representative must have authority to sign 478 Wheelers Farms Road
the "Proposer's Assurance of Compliance" on Milford, CT 06461
behalf of the Proposer and, in the event of j.tartaro@quadient.com
award, will be expected to execute the 203-301-3400
resulting contract):
8 Proposer's primary contact for this proposal Kevin Warner
(name, title, address, email address & phone): Government Account Manager
478 Wheelers Farms Road
Milford, CT 06461
k.warner@quadient.com
2717-364-5092
9 Proposer's other contacts for this proposal, if Stacey Graham
any (name, title, address, email address & Government Account Relationship Manager
phone): 478 Wheelers Farms Rd.
Milford, CT 06461
s.graham@quadient.com
281-928-7116
Table 2: Company Information and Financial Strength
Line Question Response
Item
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
10 Provide a brief history of your company, Quadient, Inc. (Quadient), headquartered in Milford, CT, is the American operating
including your company's core values, company of the Quadient Group based in France. Quadient partners with its
business philosophy, and industry longevity customers to help them achieve higher levels of efficiency, control, and value in their
related to the requested equipment, products mailing operations. Quadient is known for its broad line of communications solutions,
or services. including mailing and shipping systems and mail support equipment, such as mailing
machines, postage meters, folder/inserters, address printers, tabbers, mail sorting
and tracking systems, parcel lockers, and mail center management tools.
Additionally, the name change to Quadient is a reflection of our growing portfolio of
software solutions that enhance our traditional products to provide full-service
communications solutions.
Quadient equipment systems and solutions are supported by a combination of direct
sales and a network of independent dealers providing sales, supplies, and service
to their customers. Founded in the United Kingdom in 1924, Quadient has been in
the business for over 90 years. The company has had a US presence since 1956.
Quadient has a long history in the provision of products, services, and support to
the mailing room equipment industry. During its 90+ year history, Quadient has
delivered innovative mailing solutions, including the first electronic postage meter, the
first folder/inserters with automated setting adjustments, and its renowned digital ink
jet mailing systems.
We have a direct presence in 31 countries and our products and services are sold
in more than 90 countries. Our core focus is the mail and shipping industry, this
allows our level of expertise to shine through in our products, services, and
solutions. We invest heavily in our products and software to provide our customers
with the very best, most advanced, innovative solutions. More than 300 R&D
experts, who come from various cultures and fields of expertise, work on future
generations of systems, software, infrastructures, and networks linked to business-
critical communication management. Quadient dedicates more to R&D, 4 - 5% of
our revenues, than any other company in the industry. We focus our products,
services, and solutions on the entire Mail Flow Process, from Data Creation to the
documents (whether electronic or paper), to Finished Mail, to Tracking, to Expense
Management, to Logistic/Shipping Solutions that help our customers control
expenses, manage their customer communications, gain efficiencies, reduce
operating costs and increase revenues. Over the years we have proved that we can
innovate in this global changing market and our company has seen growth through
continuous product innovation and process improvements. All Quadient employees,
not just the Research & Development (R&D) department, are considered a rich
source of innovative ideas. Hands-on employees know intimately how products and
services operate and have many ideas for improvements. These ideas not only
translate into product and service enhancements but also into internal process
improvements that can lower operating costs and enrich the customer experience.
Our entrepreneurial spirit,
decentralized structure and engaged employees have produced many innovative
ideas and products that our culture of sharing and learning from each other has
helped spread across all our markets.
Quadient's philosophy and corporate culture are based on four key attributes known
as EPIC: Empowerment, Passion, Inspiration, and Community. These attributes are
reinforced and demonstrated daily in our internal and external interactions with our
customers. We strive to be a trusted advisor that can not only bring value to your
operations but also peace of mind. Our goal is to listen and anticipate your needs
so that you can focus on your business at hand. Quadient's employees are
empowered to do whatever it takes to provide you with a better overall customer
experience; demonstrating our commitment to deliver to you the right and best
solutions to help improve productivity and efficiencies, reduce costs and improve
revenue.
11 What are your company's expectations in the Quadient company expectations in the event of an award will re-energize the
event of an award? Sourcewell program to all Quadient sales executives across all channels. Quadient
looks at this as a new contract that will enable Quadient sales executives to
increase their market penetration. Sourcewell has been an extremely valuable
contract in developing the government and non-profit market, and we expect revenue
growth the first year of the new contract to exceed $8,500,000 in sales, an
increase of almost 50% over the prior year, with double-digit growth each and every
year of the contract.
12 Demonstrate your financial strength and Quadient S.A. revenue was €1,029.4 million fiscal 2020. For all other financial
stability with meaningful data. This could information, we refer you to the Quadient 2020 published Registration Document at
include such items as financial statements, https:Hinvest.quadient.com/en-US/financial-reports. The 2021 Quadient Registration
SEC filings, credit and bond ratings, letters Document will not be published until June of 2022.
of credit, and detailed reference letters.
Upload supporting documents (as applicable)
in the document upload section of your
response.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
13 What is your US market share for the Quadient is ranked #2 in the industry in US and Canada with a market share for
solutions that you are proposing? Mail Solutions of 19%-20%.
14 What is your Canadian market share for the Quadient is ranked #2 in the US and Canada with a market share in Mail Solutions
solutions that you are proposing? of 19% in the US and 20% in Canada.
15 Has your business ever petitioned for Quadient has not been nor is the subject of bankruptcy or insolvency proceedings
bankruptcy protection? If so, explain in detail. nor is our company the subject of assignment for benefit of creditors.
16 How is your organization best described: is Quadient is a manufacturer and service provider for Quadient branded products,
it a manufacturer, a distributor/dealer/reseller, both equipment, and software. Quadient has direct sales, marketing, product
or a service provider? Answer whichever development, service, and administration teams that are Quadient employees.
question (either a) or b) just below) best Additionally, Quadient Leasing USA, Inc., an affiliate of Quadient, Inc. provides the
applies to your organization. leasing programs for Quadient, Inc.
a) If your company is best described as
a distributor/dealer/reseller (or similar entity), Quadient maintains a direct sales and service organization throughout North
provide your written authorization to act as a America. In addition to Quadient's direct sales organization, Quadient also has a
distributor/dealer/reseller for the manufacturer nationwide authorized dealer network that provides sales, service, and administration
of the products proposed in this RFP. If for Quadient branded products in their authorized territories. The individuals within
applicable, is your dealer network the Quadient authorized dealer network are employees of those dealers. Quadient
independent or company owned? requires a dealer agreement that has specific terms and conditions as they relate to
b) If your company is best described as Quadient products, service levels, and performance, marketing, and support, as well
a manufacturer or service provider, describe as ensuring they can meet the requirements of contract vehicles like Sourcewell.
your relationship with your sales and service
force and with your dealer network in
delivering the products and services
proposed in this RFP. Are these individuals
your employees, or the employees of a third
party?
17 If applicable, provide a detailed explanation Being in a regulated industry means Quadient must meet specific guidelines set
outlining the licenses and certifications that forth by the United States Postal Service (USPS). The way we handle customer
are both required to be held, and actually postage meters and official USPS funds is regularly audited by the various groups
held, by your organization (including third within the USPS. Quadient must remain knowledgeable and accountable to audits
parties and subcontractors that you use) in like SSAE16. In addition, Quadient requires our independent dealer network, through
pursuit of the business contemplated by this our dealer agreements, to comply with all applicable laws. Our third-party data
RFP. storage vendors meet ISO 27001 security requirements. Quadient also has various
certifications for government security requirements depending on the
products/solutions. Additionally, some of our software products have certifications
such as SOC2 to ensure we provide secure products to Sourcewell members.
Beyond regulatory requirements, Quadient has a rigorous product certification
program for our service and sales organization, both on the Quadient direct side
and with the independent dealer organization. This ensures full support for all
Quadient products and services nationwide.
18 Provide all "Suspension or Debarment" N/A, Quadient is currently not under nor has been under any suspension or
information that has applied to your disbarment during the past ten years.
organization during the past ten years.
Table 3: Industry Recognition & Marketplace Success
Line Question Response
Item
19 Describe any relevant industry awards or 2021
recognition that your company has received
in the past five years December 2021
Quadient was issued a certificate of appreciation from the City of Los Angeles for
providing excellent customer service and support throughout the COVID-19
pandemic
May 2021
Quadient Named Overall Leader in 2020 Aspire Leaderboard for Customer
Communications Management and Customer Journey, and Leader for Omnichannel
Orchestration, Communication Composition, and Business Automation
Quadient Awarded a Special Prize for its Digital Learning Approach at the French
Corporate Universities' Spring
April 2021
Quadient Recognized as Technology Leader in CCM and Customer Journey
Mapping in two SPARK MatrixTm research reports
2020
September 2020
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Quadient was named a finalist in two categories in the Parcel and Postal
Technology International awards 2020
October 2020
Quadient's Innovation Recognized by 2020 Parcel and Postal Technology
International Awards
2019
November 2019
Quadient was awarded EcoVadis Gold Certification for its Commitment to
Sustainable Development
November 2019
Material Handling Product News Reader's choice Products of the Year 2019
November 2019
2019 BESMA Winner - Telesales team of the year
October 2019
Quadient among the Top French Software Providers
August 2019
Quadient named Document Strategy Hot Company
May 2019
Quadient named Overall Leader in 2019 Aspire Leaderboard
April 2019
Celent Model Bank Award: Santander UK
March 2019
Xplor Technology of the Year Award Winner
2018
November 2018
Quadient among the Top French Software Providers
July 2018
Quadient placed among the Top ten in TrufFle's Top 100 French software companies
June 2018
A special feature in 2018 Supply & Demand Chain Executive 100
May 2018
Quadient was named Overall Leader in the 2018 Aspire Leaderboard
March 2018
Quadient was awarded EcoVadis Gold Certification for its Commitment to
Sustainable Development
2017
October 2017
Quadient among the Top 10 French Software Providers
April 2017
Xplor's Application of the Year Award
April 2017
Inkjet Summit 2017 - Best Transactional Case Study Award
April 2017
MHI Innovation Awards 2017 - Best New Product
March 2017
BMO Bank of Montreal Captures Celent Model Bank Award
2016
December 2016
2016 SDCE Green Supply Chain Award
October 2016
Quadient among the Top 10 French Software Providers
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
July 2016
Readers' Choice Top Product of 2016 by Printing News magazine
June 2016
Quadient's GMC Software designated as a leader on the Forrester Wave
March 2016
Dutch Packaging Awards winner
February 2016
Quadient was named a leader in Gartner 2015 Magic Quadrant for CCM Software
20 What percentage of your sales are to the 24%
governmental sector in the past three years
21 What percentage of your sales are to the 8%
education sector in the past three years
22 List any state, provincial, or cooperative Sourcewell
purchasing contracts that you hold. What is 2019: $4,342,610.01
the annual sales volume for each of these 2020: $5,061,581.29
contracts over the past three years? 2021: $5,441,646.54
NASPO
2019: $17,488,283.40
2020: $20,589,410.08
2021: $17,615,241.57
Commonwealth of Pennsylvania
2019: $1,289,211.98
2020: $891,378.82
2021: $937,815.18
Commonwealth of Massachusetts
2019: $646,071.88
2020: $404,608.84
2021: $394,423.18
State of New Jersey
2019: $319,043.04
2020: $637,421.96
2021: $177,959.66
New York
2019: $655,002.56
2020: $476,999.86
2021: $1,092,468.54
Florida
2019: $2,279,057.46
2020: $1,834,252.06
2021: $1,875,783.20
Mississippi
2019: $28,843.86
2020: $30,738.34
2021: $31,252.42
Louisiana
2019: $37,954.00
2020: $173,156.00
2021: $240,428.84
23 List any GSA contracts or Standing Offers GSA
and Supply Arrangements (SOSA) that you 2019: $3,157,892.48
hold. What is the annual sales volume for 2020: $2,511,539.98
each of these contracts over the past three 2021: $1,413,806.48
years?
Veterans Administration IDIQ
2019: $28,903.42
2020: $1,005,245.80
2021: $1,825,527.18
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Table 4: References/Testimonials
Line Item 24. Supply reference information from three customers who are eligible to be Sourcewell participating entities.
Entity Name Contact Name Phone Number
New York City Board of Elections Sherwin A. Suss 212-487-7290
Ohio University Blaine Gabriel (740) 593-1930
City of Los Angeles Howard Bein (213) 978-0287
Table 5: Top Five Government or Education Customers
Line Item 25. Provide a list of your top five government, education, or non-profit customers (entity name is optional), including entity
type, the state or province the entity is located in, scope of the project(s), size of transaction(s), and dollar volumes from the past three
years.
Entity Name Entity Type State 1 Scope of Work Size of Transactions Dollar Volume Past Three
Province Years
State of Florida Government Florida-FL Full scope of Quadient products Varies $5,989,093
and solutions.
Veterans Government District of Full scope of Quadient products Varies $2,859,676
Administration Columbia-DC and solutions.
State of Texas Government Texas-TX Full scope of Quadient products Varies $4,429,683
and solutions.
State of New Government New York-NY Full scope of Quadient products Varies $2,224,470
York and solutions.
State of Government California-CA Full scope of Quadient products Varies $3,145,544
California and solutions.
Table 6: Ability to Sell and Deliver Service
Describe your company's capability to meet the needs of Sourcewell participating entities across the US and Canada, as applicable.
Your response should address in detail at least the following areas: locations of your network of sales and service providers, the number
of workers (full-time equivalents) involved in each sector, whether these workers are your direct employees (or employees of a third
party), and any overlap between the sales and service functions.
Line Question Response"
Item
26 Sales force. Quadient, Inc. has a combination of direct sales professionals and authorized dealers
nationwide. Our direct sales force consists of teams of sales professionals reporting
to a sales manager within each marketplace. These teams are organized into four
districts based on geography. Quadient increasingly also has sales professionals
within these districts that are solely focused on public sector customers. These
professionals utilize our cooperative contracts on a daily basis, as well as understand
how our customers meet the needs of public entities. Our sales professionals
dedicate 100% of their attention to assisting the customer in choosing the right
solution to meet their needs.
In addition to the direct sales teams in each of the Quadient Districts, we also
employ a team of inside sales professionals to market Quadient to Sourcewell
members via email and telephone. Quadient also has a dedicated "National and
Government Accounts" team at the corporate level to serve as the liaison for all of
our public contract vehicles and public sector customers, as well as ensure
compliance by our direct sales and independent dealer organization.
Our independent dealer network provides sales in the geographic areas not covered
by the districts. These sales professionals are employees of the authorized Quadient
dealer and are fully trained and work cooperatively with our corporate National and
Government accounts team when they are working with Sourcewell members.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
27 Dealer network or other distribution Quadient equipment and software systems are supported by a combination of direct
methods. sales and a network of independent dealers providing sales, supplies, and service to
Quadient customers. Our national coverage model is unique and best-in-class as it is
focused on providing the highest level of "local" service and satisfaction. Quadient
has over 100 locations nationwide dedicated to supporting and servicing your local
member locations. It has been and will continue to be Quadient's strategy that our
structure provides the most responsive and reliable service support in the industry.
The Quadient model encourages and promotes important and close local relationships
to be developed when it relates to local service and repair requests.
Our dealer network sales teams receive regular training on our public contract
vehicles such as Sourcewell from our corporate National and Government Accounts
team. These trainings are not only on how to leverage contracts like Sourcewell but
also on covering current news on how public entities are leveraging Quadient's tools
around the country to help them bring our solutions to market.
Quadient will be happy to provide a listing of our authorized dealers upon request.
28 Service force. Quadient has over 100 locations nationwide with certified direct Quadient technicians
supporting the clients. We also have certified technicians that are employed by
Quadient authorized dealers throughout the country. Our service professionals dedicate
100% of their attention to serving the customer to ensure the highest level of
equipment uptime. All our service professionals, including authorized dealers, go
through regular certifications and training on products as they are developed and
brought to market.
29 Describe the ordering process. If orders Sourcewell members can submit a signed purchase order referencing the Sourcewell
will be handled by distributors, dealers or contract number along with any applicable other paperwork (Statement of Work, etc).
others, explain the respective roles of the and their Sourcewell member number in lieu of signing lease or purchase documents.
Proposer and others. This streamlines the ordering process and makes it easier for Sourcewell members.
Signed purchase orders are sent directly to the Quadient local office or authorized
Quadient dealer who, in turn, completes the necessary paperwork and submits all
orders to Quadient for processing. All orders go through a quality assurance process
to make sure that the Sourcewell contract number is provided, that the pricing is
correct and that the purchase order is from a Sourcewell member entity. Being that
all
purchase orders and billing for Sourcewell transactions are centralized and processed
by Quadient (and/or Quadient Leasing USA, Inc.) this will ensure that all transactions
are recorded and available for Sourcewell quarterly reporting.
Certain solutions require a Statement of Work to establish customer obligations and
to detail the professional services to be performed by Quadient and/or authorized
dealers. These agreements will be mutually agreed upon by Quadient and the
customer prior to formal placing of the order.
For a more detailed explanation of the order entry process, please see below:
• Order paperwork is prepared by district and dealer field admin
• Order sent by field admin to efax@quadient.com
• Order shell is set up by the Customer Information Management team using the
Sourcewell price list in Oracle ERP
• The order is released to the credit department for review
• When the credit check passes, the order is released to the Order Entry department
Order Entry
• Ensures the paperwork contains the Sourcewell member number, Sourcewell
contract number, and Sourcewell pricing
• The order is released from the appropriate distribution center and the equipment
ships directly to the customer (or to the Quadient channel partner).
30 Describe in detail the process and Quadient's core customer service mission is to make it as easy as possible for our
procedure of your customer service customers to do business with us. We have a direct and authorized dealer business
program, if applicable. Include your model that enables us to streamline our processes and
response-time capabilities and eliminate redundancies by providing localized decision-making. The speed that comes
commitments, as well as any incentives with localized decision-making enables Quadient's field channel partners to offer an
that help your providers meet your stated enhanced customer-facing experience which is a critical success factor in the
service goals or promises. marketplace. Quadient has one goal, to ensure that the Quadient equipment/solution
in your facility performs optimally. To us, there is only one acceptable end result, the
customer's complete satisfaction.
Quadient Customer Service is made up of the following:
a. Pre-sales Support: provided through the Quadient sales organization
b. Quadient Maintenance Programs: Quadient and its Partners offer various
maintenance programs that are second to none in the industry. Prior to dispatching a
Quadient authorized technician, the local office contacts the customer and
troubleshoots the issue via the phone. In most cases, the issue can be resolved, and
if not, the local office will then dispatch a technician. Additionally, more and more of
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
our products have remote service/diagnostics options, which allow service technicians
to see errors and advise customers/perform fixes without the need to dispatch
someone on site.
• Standard Onsite Maintenance: 8 hours onsite response time by a Quadient
authorized technician
• Quadient maintenance agreement provides zone pricing:
Zone 1 — maintenance for equipment located within a 50-mile radius of the
local servicing location will be charged at the prices listed with the Sourcewell
Contract and will not incur any additional charges
Zone 2 — maintenance for equipment located outside of a 50-mile radius but inside
of a 150-mile radius of the local service location will incur a 15%
uplift to the maintenance prices listed within the Sourcewell contract
Zone 3 — maintenance for equipment located outside of a 150-mile radius
will incur a 25% uplift to the maintenance prices listed within the Sourcewell
contract
In addition to our Standard Equipment Maintenance Plan, which is available
nationwide, we may in some geographical areas offer a Premier Maintenance plan at
an additional cost. This plan provides a more comprehensive service offering, with a
four-hour onsite response time by a Quadient authorized technician.
Depot Repair: Certain products include a depot repair program. If the customer
encounters an issue with the equipment and they are unable to resolve themselves,
they can call our Dallas Call Center for support
• Call Center hours are 7 AM to 7 PM CT Monday-Friday excluding company
holidays
• The answering agent will try to assist the customer to resolve their issue remotely
• If unable to resolve via phone, the agent will authorize a replacement unit to be
shipped overnight during normal business hours to the customer
• Replacement unit is a factory remanufactured machine that will have all the latest
updates
• Defective unit to be returned with a prepaid shipping label sent to the customer
Remote Support: provided during normal working hours and provides software
technical support. Quadient's Remote Assistance means a Quadient service engineer
can remotely view the screen of a machine and guide the operator. This is very
useful for novice operators or temporary staff who may not be familiar with the
system. Furthermore, since our online assistance can instantly analyze and provide
operators with immediate answers, Quadient's Remote Assistance can significantly
maximize the uptime of your system.
Preventative Care: Preventative care is provided with all Quadient maintenance
programs which provide preventative care on all equipment. This increases uptime
and reduces service calls. We arrange these preventative care appointments directly
with customers to ensure they fit into the customer's schedule.
c. Tier-3 Support: We staff a tier-3 technical support center that uses technology to
help us manage our customer experience. Monitoring response and resolution times
along with timely solutions create a positive experience from an otherwise unpopular
activity — getting support. Our support staff has access to our Software Quality,
Integration, and Development groups and is open from 7 am to 7 pm CST.
d. 24x7 Data Center Support: We have staff on call every hour of every day. This is
a commitment to supporting our customers who rely on our hosted systems for their
critical shipping activity.
e. Software Quality Assurance: We provide our partners access to our defect tracking
systems. This allows us to address trouble 'tickets' in a cooperative and transparent
way. Additionally, we employ escalation processes that provide additional visibility and
response.
f. Software Care and Support: Quadient and its partners provide software care and
support which includes software updates, and software technical support.
g. Integration Support: We support the integration activities generated through our
sales channels. Our support group works to ensure that the integration developer's
needs are being addressed by our integration tools.
h. Post Sales Support: Quadient's National and Government Accounts Team will
provide Sourcewell members with a level of service and support that is unmatched in
the industry. The Government Contract Team manages questions around items such
as terms and conditions, insurance, eligibility, compliance, and contract updates. The
Government Strategic Relationship Team is responsible for ensuring timely and
accurate billing, order coordination and implementation, postage inquiries, and any
other post-sales questions or concerns. There is a dedicated email address for our
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
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government customers to submit their inquiries, us.government@quadient.com.
Requests to this email address are responded to within 24 hours. This team utilizes
a case management system to track more complex inquiries. The National
Government Account Manager is the direct contract relationship manager for
Sorucewell, as well as the main individual driving the use of Sourcewell by Quadient
and its authorized dealers.
31 Describe your ability and willingness to Quadient and its authorized dealer network are willing to provide service to all US
provide your products and services to geographical areas. It should be noted that service level agreements for on-site
Sourcewell participating entities in the service and/or standard delivery windows may be adjusted as geographically required.
United States.
32 Describe your ability and willingness to Quadient strongly desires to expand the Sourcewell contract in Canada. The sale of
provide your products and services to products to Canadian Sourcewell customers would be negotiated directly with our
Sourcewell participating entities in Canada. partners in Quadient Canada on a per-customer basis in conjunction with your
Quadient Government Account Manager as the central point of contact.
33 Identify any geographic areas of the United Quadient intends to provide services to customers in all 50 states and the US
States or Canada that you will NOT be territories of Guam, Virgin Islands, and Puerto Rico, and select areas of Canada.
fully serving through the proposed contract.
34 Identify any Sourcewell participating entity Quadient intends to offer our products to all current and future Sourcewell members
sectors (i.e., government, education, not-for- with no limits.
profit) that you will NOT be fully serving
through the proposed contract. Explain in
detail. For example, does your company
have only a regional presence, or do other
cooperative purchasing contracts limit your
ability to promote another contract?
35 Define any specific contract requirements Quadient standard terms and conditions outline consistent requirements for all
or restrictions that would apply to our customers in all 50 states and the US territories of Guam, Virgin Islands, and Puerto
participating entities in Hawaii and Alaska Rico. It should be noted that service level agreements and/or standard delivery
and in US Territories. windows may be adjusted as geographically required.
We ship via major carriers and freight companies. Offshore delivery is available and
would be addressed on a case-by-case basis.
Table 7: Marketing Plan
Line Question Response
Item
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
36 Describe your marketing strategy for Quadient has a wide range of marketing strategies for promoting and communicating the
promoting this contract opportunity. value of the Sourcewell contract. As a Sourcewell vendor for the past 20 years, our
Upload representative samples of your organization has in-depth knowledge and strong programs in place to bring the Sourcewell
marketing materials (if applicable) in contract to market.
the document upload section of your
response. Driven by the National Government Accounts Manager, Quadient drives all sales executives
to utilize all Sourcewell vendor resources including regional and local Sourcewell meetings,
information on the Sourcewell website, notification of new Sourcewell member list, and any
Sourcewell vendor training that is provided. Quadient provides this information via email to
all of its direct and dealer sales operations. The Government Account Manager also
manages and distributes the internal Sourcewell "Playbook", which serves as a guide for
the entire organization on the value and process of using Sourcewell.
The National Government Accounts manager also conducts monthly internal trainings with
Quadient sales professionals working in the public sector specifically. During these
trainings, best practices and success stories are shared, including examples of where
we've brought value to a customer via Sourcewell. This knowledge is then used by the
sales professionals to promote the value of Sourcewell in their marketplace.
Quadient also conducts public-facing marketing webinars to share industry best practices.
These webinars typically include a customer discussing how Quadient products meet their
business goals. For example, please see the two webinars conducted in 2021 on how
Elections Administrators leverage our tools to help meet the increased Vote by Mail
demand - https://www.quadientdirect.com/landing/2021-vote-by-mail-webinar-resources
Please also see the attached marketing piece entitled "Quad ient_Sourcewell_Flyer.pdf'
which was developed for the current contract and will be updated for the new contract.
This is provided to all sales and internal marketing teams as well as our independent
dealer network.
Additionally, in terms of a Quadient Sourcewell Webpage, Quadient has developed a
webpage on the Quadient website specifically for Sourcewell
(https://www.quadient.com/resources/government-accounts/sourcewell). Quadient will also
make available to Sourcewell this link to place on the Sourcewell website or other
affiliates of Sourcewell.
The newly updated website will include pricing, contract, and contact information. Quadient
will also be updating the Quadient website to include links to Sourcewell's website.
Following are the Sourcewell topics that we will post direct links to:
• Sourcewell website
• Become a Sourcewell Member
• Sourcewell History and Authority
• Sourcewell FAQ's
• Quadient information on Sourcewell website
• Links to case studies that are relevant to Sourcewell members
Quadient sales professionals are all trained to take a tailored approach when engaging
with potential customers. Our sales process involves having in-depth discovery meetings
with key stakeholders to identify, quantify, and measure the challenges faced by our
customers. Our team of sales professionals works in conjunction with product specialists
and engineers to design a solution with measurable business impact. Our teams then
deliver a Business Case, showing cost justification and the results of our solution.
In addition to the Sourcewell specific efforts detailed above, Quadient maintains a strong
generalized marketing plan that is consistently communicating the value of our products:
• Quadient Direct Lead Factory Team - perform outbound phone calls to potential
customers to generate appointments for our field sales organization,
• Quadient Direct Value Proposition and Online Marketing Team - perform e-mail/social
media/website marketing to generate appointments for the field sales organization
• Inbound Lead Distribution — any prospect leads that come into Quadient are distributed
to all offices (District and Dealer) that can market in the given zip code territory.
• Outbound Database Collection -- database development work consists of list cleansing
as well as data verification and gathering. Our database collection reps (DCRs) call on
records identified as having existing competitive meters to verify account information and
gather pertinent data regarding meter model, lease/meter expiration, and monthly postage
volume where available. This work allows more targeted segmentation of telemarketing
campaigns.
Please note, we have included additional example marketing pieces for your review.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
37 Describe your use of technology and Quadient leverages multiple technology tools to bring our solutions to market. Our direct
digital data (e.g., social media, marketing team and sales professionals consistently utilize email and social media to
metadata usage) to enhance promote our contract vehicles like Sourcewell as well as promote the value that Quadient's
marketing effectiveness. products bring to the public sector.
Our marketing team manages large databases containing over 500,000 records, which
allows them to create campaigns to bring Quadient's value directly to Sourcewell members
and potential members. Our online programs strictly respect privacy policies including
unsubscribe requests.
Our marketing team also regularly runs customer education webinars around specific
topics targeted toward specific customer sets. Common subjects include industry changes
such as carrier rate and regulation changes, demonstration of latest Quadient technology,
and Quadient customer testimonials. For example, in 2021 Quadient ran a series of
webinars showing how Quadient's tools are being leveraged by State and County
Elections Administrators for Vote by Mail.
Internally, Quadient utilizes Salesforce.com which enables us to data-mine various data
points including government accounts/prospects and Sourcewell members that are
customers/prospects. This tool enhances the ability of our sales teams to pinpoint
opportunities for Sourcewell members.
Quadient also has standard product and proposal templates which enable control and
consistency across the sales organization to deliver the Quadient value proposition. This
gives our sales channel the ability to custom tailor proposals with a consistent look, feel,
and messaging as all the content has been standardized and approved.
Quadient adheres to a social media agenda, for example, quadient.com, YouTube, and
Linkedln, that establishes our corporate presence as expert advisors and leaders in the
mailing and shipping industry. We also promote our strong partnerships with the USPS,
UPS, Fed Ex, and our affiliate companies:
o Inspire - world-renowned customer communications management software customer
experience management software developer
o Parcel Pending - intelligent parcel lockers - We also establish our social media
presence with our leadership team insights, product and customer-focused webinars,
participation in industry tradeshows, and employee recognition.
38 In your view, what is Sourcewell's role Quadient looks forward to continuing to partner with Sourcewell to bring full exposure of
in promoting contracts arising out of the Sourcewell/Quadient contract to its members. To that end, a collaborative and
this RFP? How will you integrate a meaningful co-marketing strategy will bring a successful partnership. This will assist
Sourcewell-awarded contract into your Quadient in developing and executing a targeted sales campaign through Quadient sales
sales process? channels. Quadient would welcome engagement in Sourcewell marketing activity through
webinars, seminars, conference calls, and other Sourcewell attended events.
Additionally, Quadient would like Sourcewell to:
• Advertise the Quadient award in the Membership Information section of the Sourcewell
website
• Advertise the Quadient award in the Sourcewell newsletter with the ability for Quadient
to present our value proposition
• Work with Quadient and some of the other successful Sourcewell partners in developing
affiliated marketing campaigns
• Continue to provide Quadient with an updated database of new members
• Continue to provide various training programs to enhance the knowledge for Quadient
sales executives and Sourcewell members
• Continue to provide information related to changes and processes within the various
government entities
• Provide Quadient regular feedback on member perception for continuous improvement
With 20 years of experience by the Quadient sales channel, marketing the Sourcewell
contract vehicle is always top of mind and embedded into our existing sales process. This
contract vehicle offers the pricing and flexibility that Sourcewell members are so often
looking for and enables a level of comfort and ease in meeting the Sourcewell members'
needs and requirements.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
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39 Are your products or services Sourcewell members can order supplies via www.myquadient.com. Myquadient.com offers a
available through an e-procurement variety of other functions for our customers listed below:
ordering process? If so, describe your
e-procurement system and how Ordering supplies
governmental and educational View real-time postage balances
customers have used it. View and export postage spending activity
View, print, and pay Quadient postage funding and Quadient leasing invoices
View product operating guides and tutorial videos
Process and track USPSO shipments and Certified MaiITM with a subscription
View and export postage spending by department and postal class with a subscription
Access online subscription services for shipping and multi-channel document delivery
Due to the custom nature of our products, we do not offer an e-procurement ordering
process. We take a tailored approach with all of our customers, starting with a
consultation with one of our sales professionals to determine the proper product. Members
can reach out directly to Quadient's Sourcewell Account Manager and they will be
contacted by the proper sales professional within 24 hours.
Table 8: Value-Added Attributes
Line Question Response*
Item
40 Describe any product, equipment, Quadient has a wide range of training programs to ensure that
maintenance, or operator training the customer is knowledgeable on the Quadient product/solution. At the time of installation,
programs that you offer to Quadient provides training to all applicable individuals related to the operation and use of
Sourcewell participating entities. the
Include details, such as whether product, along with ongoing training as needed. Training is provided at no charge for the
training is standard or optional, period of time that the customer either has a Quadient lease, maintenance agreement, or
who provides training, and any software care support program. Quadient also provides additional training and support
costs that apply. programs via the Quadient website at no charge. This includes:
• FAQ's to find answers about billing, postage, customer service and more
• Knowledge Base to find answers to your technical questions, user guides, machine
specifications, operator manuals and more
• Training videos on both the Quadient website and on YouTube
Please see our answer to Question 30 for the detail on how ongoing maintenance is
handled.
Beyond the complementary hardware installation, certain products may require Quadient's
professional services team for advanced programming, configuration, and integration. For
any of these projects, Quadient will develop a Statement of Work in consultation with the
customer. There are additional charges for professional services based upon the
product/need.
In addition to our standard onsite training for new equipment installations, Quadient offers a
unique set of opportunities for Sourcewell customers as it relates to new and advanced
solutions training. The industry is changing rapidly and Quadient continues to invest in the
most comprehensive set of solutions keeping us in the forefront of R&D. As such, those
customers embracing change as well as becoming early adopters have the exciting
opportunity to take advantage of various "Power User & Complex Solution Implementers"
training classes within several of our advanced "Competency Centers". Depending on the
solution type, these centers are located in Milford, Ct, Atlanta, GA, Indianapolis, IN, and
Dallas, TX. Quadient also provides Advanced technical training (Train the Trainer) program
for various high-end products and solutions. These training programs are available at the
Quadient "Competency Centers". Usually, there is a cost associated with this type of
advanced training program.
Self-Installation Program: Specific low-end products are self-installed by the customer to
support this type of installation. The Quadient Call Center team in Dallas works diligently to
help customers with their inquiries and assist them with getting their product operational.
Many customers are surprised by how easy this is to do without calling us.
If the customer requires any assistance or encounters a problem during the self-installation
process, we do have support information available 24/7 which is much more accessible
and immediate.
— The operation instructions provided indicate how quick and easy the product is to install
without any help.
— There is also our customer-oriented knowledge base. These web materials are very
clear in how to unpack install and set up. There is even a section on troubleshooting if
issues are encountered.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
41 Describe any technological Quadient provides technology tools to support organizations in how they send and receive
advances that your proposed communications and goods. Our products help our customers better connect with their
products or services offer. business environments through hardware, software and services. With hundreds of patents,
Quadient invests significant resources to its new product research and development.
Our products are focused on four key areas:
Mail Related Solutions: hardware and software to more efficiently and securely send and
receive mail and parcels. In 2020, Quadient launched the new IX series mailing systems
with SMART software, providing business users a central platform for managing all their
mailing and shipping processing and expenses.
Business Process Automation: Software solutions geared to automation communications and
document creation and delivery. Quadient's Impress software provides a user-friendly
outbound document automation platform that automates the customer communication
workflow for small and medium businesses (SMBs). The comprehensive cloud-based
platform provides the flexibility to prepare and send single or batch transactional documents
to customers through any combination of channels—print, digital or outsourced.
Parcel Locker Solutions: Intelligent Parcel Locker receiving systems that provide full end-to-
end chain-of-custody and security for inbound parcels. Our parcel locker's easy-to-use
interface enables you to track parcels and notify recipients of delivery in real-time. Package
pick-up takes seconds, and lockers can be accessed 24/7 for convenient self-service pick-
up.
Customer Experience Management: Software designed to help organizations better engage
and interact with their customers and potential customers. Our award-winning Inspire platform
helps organizations create a nimble, effective, and unified customer communications
infrastructure to deliver a complete omnichannel customer experience that spans the entire
customer journey.
42 Describe any "green" initiatives For more than a decade, we have been committed to protecting and preserving the
that relate to your company or to environment. Given our activities, our main environmental challenges are related to our
your products or services, and carbon footprint on the one hand, and on the other hand, the impact of our products and
include a list of the certifying solutions throughout their lifecycle.
agency for each.
We support the global transition to a low carbon economy by reducing the company's
greenhouse gas emissions. We have set greenhouse gas emissions reduction targets to
contribute to limiting the average global warming to well below 2°C, in line with the 2015
Paris Agreement. We participate in initiatives to reduce energy consumption, optimize
upstream and downstream freight transport, and reduce the carbon footprint of our products.
100% of our industrial sites are certified ISO 14001.
We adhere to the principles of a circular economy through our sustainable design and
responsible manufacturing approach and deploy collection processes for our end-of-life
products and consumables.
Eco-design of Quadient products aims to minimize their impact on the environment over
their entire life cycle. This takes all environmental concerns into account. It sets out a
number of priorities, including the choice of materials, the number of components, the ratio
between product and packaging volume, noise levels, energy consumption, and, for the most
recent ranges of products, end-of-life recycling, and dismantling. Applied successfully to the
IS and IN mailing systems, this eco-friendly design policy has also delivered proven results
for the IDS family of folders/inserters.
Our machines conform to the most stringent and respected environmental standards in the
world, including Energy Star, RoHS, DEEE, EuP, and REACH.
As part of its environmental strategy, Quadient has been part of the CDP since 2009. In
2021, Quadient was awarded a B score (considered as a Management level' in the
sector), acknowledged for its efforts made in risk management linked to climate change and
a reduction in its greenhouse gas emissions (GHG).
For more information, please refer to our non-financial performance statement:
https:Hresources.quadient.com/m/421 ad43953353e6/original/Quadient_DPEF_2020_EN.pdf
Please also see the attachments entitled "Sustainable Design and Responsible
Manufacturing" and "Our approach to Responsible design and manufacturing_February
2020 v2"
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
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43 Identify any third-party issued eco- In January 2019 and in 2020, Quadient has been rated "Gold" by EcoVadis in recognition
labels, ratings or certifications that of its commitment and performance in terms of Corporate Social Responsibility. The
your company has received for EcoVadis rating agency certifies companies' commitment to sustainable business
the equipment or products development, specializing in assessing suppliers for global supply chains. Its rating
included in your Proposal related methodology is based on international sustainable development standards such as the
to energy efficiency or Global Reporting Initiative (GRI), the United Nations Global Compact, and ISO 26000. It is
conservation, life-cycle design based on 21 indicators in the following 4 areas: Environment, Social Policy, and Working
(cradle-to-cradle), or other Conditions, Business Ethics, and a Responsible Supply Chain. Quadient, a participant since
green/sustainability factors. 2004 under its former name Neopost, is placed among the top 1% of suppliers recognized
by EcoVadis as being the most advanced and committed to sustainable development in all
sectors—an increase from being rated in the top 2% in 2018.
For information on additional Quadient CSR recognition please refer to
https://www.q uad ient.com/about-us/corporate-responsibility/CSR-recognition
44 Describe any Women or Minority Although Quadient itself is a large business concern/entity, Quadient encourages and
Business Entity (WMBE), Small supports minority, woman-owned, or disadvantaged business programs across the entire
Business Entity (SBE), or veteran Quadient enterprise. Today Quadient enjoys relationships with contracted WMBE channel
owned business certifications that distribution partners within our enterprise network and we are looking to expand this
your company or hub partners important diversity channel each and every day. In addition, Quadient utilizes a core group
have obtained. Upload of MWBE suppliers internally.
documentation of certification (as
applicable) in the document Select Quadient independent dealers have obtained various certifications. Please see the
upload section of your response. document "Quadient Dealer Certifications".
Additionally, Quadient has teaming partnerships with various companies
thata reclassified by the federal government as;
small business enterprise, veteran-owned small business, disabled veteran-owned small
business, and HUB Zone/SDB that can provide Sourcewell members with additional avenues
for specific accreditations in the procurement process.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
45 What unique attributes does your Having been a vendor partner with Sourcewell for twenty years, Quadient understands the
company, your products, or your value that the program brings to its members and to its vendors. We are embedded into
services offer to Sourcewell the Sourcewell culture.
participating entities? What makes
your proposed solutions unique in Quadient is unique being that we are the only vendor in the industry offering complete end-
your industry as it applies to to-end solutions that can be customized for public entities of all sizes. Our solutions will
Sourcewell participating entities? enable your members to cost-effectively send and receive physical mail, digital
communications, and traceable packages conveniently from existing work locations.
Quadient also has a unique approach to working with Sourcewell members. We take a
tailored approach starting with a needs assessment process to identify Sourcewell
members' specific communication challenges. This enables us to make precise solution
recommendations as well as provide a full business justification detailing the measurable
results our solutions will achieve. Quadient does not just offer products to choose from a
list; we deliver specific results to improve customer satisfaction, lower operational costs,
mitigate risk, and increase operational efficiency.
Quadient offers a nationwide network of local offices that your members can access to
consult with highly-trained partners familiar with their businesses. The added benefit is
immediate access to locally-based field service technicians and sales professionals who are
tuned into the unique concerns of the public sector in their area.
Quadient offers various leasing and financing options through Quadient Leasing USA, Inc.,
an affiliate of Quadient. Sourcewell members can submit a signed purchase order
referencing
the Sourcewell contract number and their Sourcewell member number in lieu of signing
lease documents. This streamlines the ordering process and makes it easier for Sourcewell
members.
Cloud-based Solutions:
Quadient offers unique solutions via various "cloud-based" products. Cloud computing is
sometimes referred to as "Software as a Service". Some of the advantages of cloud-based
solutions are below.
• Cost reduction to government entities, being that cloud technology is incremental, saving
entities money
• Increased storage capabilities
• Highly automated: No longer does IT personnel need to worry about keeping the
software up-to-date, along with computing issues. Government organizations will be free to
concentrate on innovation
• Flexibility: Cloud computing offers much more flexibility than past computing methods
• Mobility: Users of the cloud solution can access information wherever they are, rather than
having to remain at their desks
Quadient e-Solutions:
Quadient offers solutions that manage, track and control government entity communications,
but are outside the traditional mail center. These include:
• Output Management Solutions
• Integrated Address Management
• Integrated Data Services
• Electronic Document Delivery
• Enterprise Desktop Shipping
• Document Storage & Retrieval
• Disaster Recovery
• Hybrid Mail
Quadient adheres to a strategic Business Continuity Plan in conjunction with a standardized
audit protocol by the United States Postal Service@. Contingency plans for natural disasters
and any serious adverse events affecting facilities, employees, customers, infrastructure, or
the environment are in place.
Annual internal audits by the USPS, Internal Revenue Service, International Standardization
organization and state and local governments reinforce industry compliance.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Table 9A: Warranty
Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims procedure,
and overall structure. You may upload representative samples of your warranty materials (if applicable) in the document
upload section of your response in addition to responding to the questions below.
Line Question Response
Item
46 Do your warranties cover all products, parts, and The Quadient warranty program is offered from the date of installation of
labor? the equipment for a period of 90 days. This warranty covers all defective
parts and all labor associated with the required warranty repair. Additionally,
any parts fitted outside the warranty period on equipment covered by a
maintenance contract are also covered for a period of 90 days after
replacement. We unconditionally guarantee that our equipment will perform
to specification. If for any reason a product does not perform at published
specification levels and we cannot repair it, we will replace it with a
comparable product.
47 Do your warranties impose usage restrictions or Quadient products covered under warranty will be repaired or replaced if
other limitations that adversely affect coverage? found not working in accordance with their manufacturer's specifications.
Therefore, usage outside of the manufacturer's specifications will not be
covered. Consumable supplies and wearable parts are not included.
48 Do your warranties cover the expense of Yes
technicians' travel time and mileage to perform
warranty repairs?
49 Are there any geographic regions of the United There are over 100 Quadient offices that will provide warranty repairs
States or Canada (as applicable) for which you throughout the country. Quadient account representatives in local communities
cannot provide a certified technician to perform are easily accessible by phone, email, or in person. Our decentralized,
warranty repairs? How will Sourcewell closer-to-the-customer business philosophy empowers local management to
participating entities in these regions be provided make quick decisions when responding to customer concerns. Certain
service for warranty repair? warrantied products are serviced via the Quadient Depot repair program.
50 Will you cover warranty service for items made by We do both, this depends on the product and the manufacturer.
other manufacturers that are part of your proposal,
or are these warranties issues typically passed on
Ito the original equipment manufacturer?
51 What are your proposed exchange and return Quadient products that are covered under warranty are repaired or replaced
programs and policies? if found not working in accordance with the manufacturer's specifications.
The replacement unit is provided at no charge to the customer.
52 Describe any service contract options for the Quadient and its partners offer maintenance service and software support for
items included in your proposal. the equipment and solutions we market, which is second to none in the
industry. Quadient agreements provide the parts and labor associated with
ordinary maintenance of the products due to normal wear and tear, as well
as support for any specific customer equipment/software operational issues.
Prior to dispatching a Quadient authorized technician, the local office
contacts the customer and troubleshoots the issue via the phone. In most
cases, the issue can be resolved, and if not, the local office will then
dispatch a technician.
Standard Onsite Maintenance: 8-hour onsite response time by a
Quadient authorized technician
Zone maintenance pricing based on distance from authorized
Quadient service location
Premier Maintenance: This plan provides a more comprehensive
service offering, with a four-hour onsite response time by a Quadient
authorized technician. Premier maintenance is provided in some
geographical areas as an option
Remote Support: Provided during normal working hours and provides
software technical support
Depot Repair: specific products
Preventative Care: Preventative care is provided with all Quadient
maintenance programs
Software Care: provides software support and software updates
For some software products, Quadient also offers "block hour" professional
services contracts. This allows Sourcewell members to utilize our
professional services team as needed for any new integrations/software
changes outside of standard functionality.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Table 913: Performance Standards or Guarantees
Describe in detail your performance standards or guarantees, including conditions and requirements to qualify, claims procedure, and
overall structure. You may upload representative samples of your performance materials(if applicable) in the document upload section
of your response in addition to responding to the questions below.
Line Question Response
Item
53 Describe any performance standards or The service level benchmarks and SLA's that Quadient, Inc. recommends and can
guarantees that apply to your services commit to are:
• Dedicated toll-free number with US-based operators
• One- or two-hour average call back time dependent upon the level of contract
• Four-hour average response time for premier contract customers
• Preventative maintenance includes:
0 90% average first-time fix
0 95% average of all calls are responded to within the contracted and agreed upon
response time to site
54 Describe any service standards or The service level benchmarks and SLA's that Quadient, Inc. recommends and can
guarantees that apply to your services commit to are:
(policies, metrics, KPIs, etc.)
• Dedicated toll-free number with US-based operators
• One- or two-hour average call back time dependent upon the level of contract
• Four-hour average response time for premier contract customers
• Preventative maintenance included:
90% average first-time fix
95% average of all calls are responded to within the contracted and agreed
upon response time to site
Please see the maintenance terms in the provided agreements.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Table 10: Payment Terms and Financing Options
Line Question Response
Item
55 Describe your payment terms and accepted payment Quadient payment terms are net 30 days.
methods.
56 Describe any leasing or financing options available for use Quadient offers various leasing and financing options through
by educational or governmental entities. Quadient Leasing USA, Inc., an affiliate of Quadient Inc. Sourcewell
members can submit a signed purchase order referencing the
Sourcewell contract number and their Sourcewell member number in
lieu of signing lease documents. This streamlines the ordering
process and makes it easier for Sourcewell members.
Quadient Leasing USA, Inc. is able to provide both a Fair Market
Value (FMV) and Lease to Own Purchase (LTOP) lease programs
with the ability to combine hardware, software, software support,
maintenance services, and meter rental into one simple payment.
As a leasing company 100% dedicated to the mailing, shipping,
and document handling industry, we offer the flexibility to take
advantage of the most advanced equipment and systems available.
Additionally, we ensure you have the ability to stay in complete
compliance with USPS regulations.
57 Describe any standard transaction documents that you Signed purchase orders can be sent directly to the Quadient local
propose to use in connection with an awarded contract office or authorized Quadient dealer who, in turn, completes the
(order forms, terms and conditions, service level necessary paperwork and submits all orders to Quadient for
agreements, etc.). Upload a sample of each (as processing. All orders go through a quality assurance process to
applicable) in the document upload section of your ensure that the Sourcewell contract number is provided, that the
response. pricing is correct, and that the purchase order is from a Sourcewell
member entity.
Certain products may require additional documents such as a
Statement of Work or Application Pack. These vary by product and
are agreed upon in writing prior to the order being placed as part
of our sales process.
Being that all purchase orders and billing for Sourcewell transactions
are centralized and processed by Quadient (and/or Quadient
Leasing USA, Inc.) this will ensure that all transactions are recorded
and available for Sourcewell quarterly reporting.
For a more detailed explanation of the order entry process, please
see below:
Order paperwork is prepared by district and dealer field admin
Order sent by field admin to efax@quadient.com
Order shell is set up by the Customer Information Management
team using the Sourcewell price list in Oracle ERP
The order is released to the credit department for review and
when the credit check passes, the order is released to the Order
Entry Department
Order Entry ensures the paperwork contains the Sourcewell
member number, Sourcewell contract number, and Sourcewell pricing
The order is released from our warehouse in Byhalia and the
equipment ships directly to the customer or to the Quadient channel
partner
58 Do you accept the P-card procurement and payment Quadient accepts p-card procurement for payment without additional
process? If so, is there any additional cost to Sourcewell costs to Sourcewell Members. However, please note, p-cards are
participating entities for using this process? not accepted for postage payments. For recurring p-card payments,
the customer fills out a form and is set up in our system. When the
invoice drops, the payment is pulled from the card.
For a one-off payment (monthly, quarterly), the client contacts our
Customer Service Department. They will assist the customer with
making the payment over the phone. If they are not able to assist
at the first point of contact, a case and form are submitted to our
Cash Apps department for processing.
Table 11: Pricing and Delivery
Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product
Change Request Form.
Line Question Response
Item
59 Describe your pricing model (e.g., line-item discounts or Quadient has submitted pricing based on a "Product Category
product-category discounts). Provide detailed pricing data Percentage Discount from Commercial Suggested List' concept.
(including standard or list pricing and the Sourcewell This percentage discount
discounted price) on all of the items that you want from list is applied to the various product categories. This discount
Sourcewell to consider as part of your RFP response. If percentage will apply to all items within that specific category.
applicable, provide a SKU for each item in your proposal.
Upload your pricing materials (if applicable) in the When Quadient launches or replaces products on the commercial
document upload section of your response. price list, they will immediately be available to Sourcewell members
at the submitted discounted % off commercial price based on their
category. In addition to the % discount off commercial price,
Quadient is offering free standard shipping, installation, and training
for all products.
Attached is the Quadient price list for all Quadient products. Upon
award, Quadient will provide a catalog showing the Sourcewell
discount for each category on the price page. This will be available
to Sourcewell members on the Quadient and the Sourcewell
website.
Quadient offers products for purchase or lease. Most products have
an annual maintenance/software support/renewal. Some of our
products are based on monthly subscriptions. As an authorized
USPS vendor, we also provide USPS postage meter rental for
applicable equipment.
Please see below for the lease rates offered to Sourcewell
members based on member type. Leasing provides value to
Sourcewell members by allowing them to bundle service and
renewal costs with the purchase cost into a consistent payment over
a set period of time.
State & Local Government Entities
Lease Types: Fair Market Value (FMV or LTOP)
Lease Terms: 12, 24, 36, 48, 60, 63 months
Lease Rates:
12 months = 0.0907
24 months = 0.0490
36 months = 0.0352
48 months = 0.0283
60 months = 0.0243
63 months = 0.0236
All Other SOURCEWELL Members
Lease Type: Fair Market Value (FMV)
Lease Terms: 12, 24, 36, 48, 60, 63 mo
Lease Rates:
12 months = 0.0888
24 months = 0.0471
36 months = 0.0332
48 months = 0.0263
60 months = 0.0222
63 months = 0.0215
Please see the included lease terms in the docs
entitled, "Sourcewell State Local Government Lease Terms V9 2020"
and "Sourcewell Non-profit Private School University Lease V9
2020"
Additionally, for Sourcewell members who choose to procure via a
purchase, we have included the "Sourcewell Product Purchase
Agreement -V9 2020".
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
60 Quantify the pricing discount represented by the pricing Professional Services - 0%
proposal in this response. For example, if the pricing in Parcel Lockers - 0%
your response represents a percentage discount from Supplies - 0%
MSRP or list, state the percentage or percentage range. Data Quality - 0%
Output Management Software - 5%
Inbound Tracking - 5%
Production Mail Sorters - 0%
Production Mailing Systems - 0%
Document Systems (Letter Openers and Folders) - 10%
Addressing Systems - 20%
Document Systems - Production - 22%
Document Systems (Low, Mid, High) - 30%
Outbound Shipping & Tracking - 30%
Mailing Systems and Accessories - 35%
USPS Mailing Meter Rentals and Services - 23-55%
61 Describe any quantity or volume discounts or rebate Quadient will offer additional discounts from the established
programs that you offer. Sourcewell contract pricing based on the following:
1. Quadient Product Promotions: When Quadient has a
promotional pricing program that is lower than the published
Quadient Sourcewell Pricing Agreement, Quadient will extend that
promotion to ALL Sourcewell members. Being that most of these
types of promotions are very short-term (one to three months), it
would be extremely difficult to re-publish the Sourcewell pricing
catalog. Quadient will make this a pricing policy that will be
included in the Sourcewell Playbook that is available to all Quadient
Authorized Dealers and Direct Sales Operations.
2. Quadient Package Pricing: When Quadient offers package
pricing (equipment and applicable accessories), and the package
pricing is lower than the established Sourcewell contract pricing
based on individual items, Quadient will make these package
pricing items available to all Sourcewell members. Quadient will
make this a pricing policy that will be included in the Sourcewell
Playbook that is available to all Quadient Authorized Dealers and
Direct Sales Operations.
3. Spot Pricing Reductions: Quadient will provide spot pricing
reductions for Sourcewell members. This pricing reduction will be
based on; competition, specific Sourcewell members' volume,
volume commitment, specific needs, or special requirements that
would justify a price discount.
The advantage to the Sourcewell members is that they CAN still
use the Sourcewell contract number even if Quadient provides them
with a Product Promotion, Package Pricing or Spot Pricing
Reduction.
62 Propose a method of facilitating "sourced" products or Quadient can provide sourced products as an open market item. All
related services, which may be referred to as "open sourced products must be identified on the purchase order
market" items or "nonstandard options". For example, you as "Open Market". A quote of these items will be presented upon
may supply such items "at cost" or "at cost plus a request by Quadient Direct or Authorized Dealer to the Sourcewell
percentage," or you may supply a quote for each such member.
request.
63 Identify any element of the total cost of acquisition that is Quadient/Quadient Leasing has a $100 document fee for leases
NOT included in the pricing submitted with your response. only. This fee is included in the lease payment.
This includes all additional charges associated with a
purchase that are not directly identified as freight or
shipping charges. For example, list costs for items like pre-
delivery inspection, installation, set up, mandatory training,
or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
64 If freight, delivery, or shipping is an additional cost to the Standard Shipping, delivery, and installation are included at no
Sourcewell participating entity, describe in detail the additional cost to a Sourcewell member. If the Sourcewell member
complete freight, shipping, and delivery program. requests expedited shipping (i.e. next day air), Quadient will provide
a quote at the time of order.
65 Specifically describe freight, shipping, and delivery terms or We ship via major carriers and freight companies. Shipping and
programs available for Alaska, Hawaii, Canada, or any delivery to Canadian Sourcewell customers would be negotiated
offshore delivery. directly with Quadient Canada. Offshore delivery is available and
would be addressed on a case-by-case basis.
66 Describe any unique distribution and/or delivery methods or Following are some of the delivery methods available.
options offered in your proposal. Special handling: next day shipment, air shipment
Delivery of software via email or internet download
Ability to deliver and distribute via Quadient website
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Table 12: Pricing Offered
Line The Pricing Offered in this Proposal is:* Comments
Item
67 b.the same as the Proposer typically offers to GPOs,cooperative procurement organizations,or state purchasing Yes
departments.
Table 13: Audit and Administrative Fee
Line Question Response
Item
68 Specifically describe any self-audit process or program that you Being that all purchase orders and billing for Sourcewell
plan to employ to verify compliance with your proposed Contract transactions are centralized and processed by Quadient
with Sourcewell. This process includes ensuring that Sourcewell (and/or Quadient Leasing), this will ensure that all
participating entities obtain the proper pricing, that the Vendor transactions are recorded and available for Sourcewell
reports all sales under the Contract each quarter, and that the quarterly reporting. As it relates to ensuring that Sourcewell
Vendor remits the proper administrative fee to Sourcewell. Provide members obtain the proper pricing, please refer to the
sufficient detail to support your ability to report quarterly sales to Quadient response to the 'order process'. The self-audit
Sourcewell as described in the Contract template. process is as follows:
Quadient Government Operations team receives a
monthly sales file the first week of every new month.
The Government Operations Reporting Specialist will
review the monthly sales report and identify all sales utilizing
the Sourcewell price list.
The Government Operations Reporting Specialist
prepares the Sourcewell sales report and submits to the
Quadient Accounts Payable Team for the three-month period
of reporting.
The Government Operations Reporting Specialist
submits the reporting to Sourcewell and the check is
physically mailed.
69 If you are awarded a contract, provide a few examples of internal The volume and dollar amount of transactions on the contract
metrics that will be tracked to measure whether you are having will be reviewed on a quarterly basis by the Government
success with the contract. Accounts Manager. The numbers will be compared to
previous quarters and fiscal years and action taken
accordingly to drive business for the contract. Success will
be measured against historical results.
Additionally, the Government Accounts Manager will review
what products are being sold on the Sourcewell contract
each quarter. Quadient provides a wide range of products,
and through sales and marketing, we have a goal to ensure
our customers are aware of all the value we can provide.
Success will be measured with this metric.
70 Identify a proposed administrative fee that you will pay to Quadient will provide a 2% administrative fee for all
Sourcewell for facilitating, managing, and promoting the Sourcewell Quadient products and solutions, for purchase and lease.
Contract in the event that you are awarded a Contract. This fee The administrative fee is not applicable for the following
is typically calculated as a percentage of Vendor's sales under the items: United States postal meter rental, maintenance,
Contract or as a per-unit fee; it is not a line-item addition to the software care, and software support. This is the current
Member's cost of goods. (See the RFP and template Contract for policy on the existing Quad ient/Sourcewel I contract, Quadient
additional details.) GSA federal contract, and other Quadient cooperative
contracts.
Table 14A: Depth and Breadth of Offered Equipment Products and Services
Line Question Response*
Item
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
71 Provide a detailed description of the Quadient is providing to Sourcewell members all Quadient branded products and
equipment, products, and services that you solutions that are marketed in the United States and Canada as applicable.
are offering in your proposal. Quadient provides solutions that better help organizations communicate. Formerly
known as Neopost, Quadient has been a worldwide leader in mailing solutions for
decades, but our solutions have evolved far beyond the realm of physical mail. We
reached a milestone where our previous name no longer represented the
capabilities and direction of our company, and thus in 2020, the company was
rebranded as Quadient. For more information visit: https://www.quadient.com/about-
us.
Quadient hardware and software solutions consist of 4 key components:
Mail-Related Solutions:
For organizations who need to simplify mail, we provide the hardware, software, and
expertise required to deliver accurate and timely physical communications.
Business Process Automation:
For organizations who want to streamline document production processes and
departmental workflows, we provide digital solutions that help automate
communications and accelerate cash flow.
Customer/Taxpayer Experience Management:
For enterprises that must compete by creating exceptional customer experiences, we
provide omnichannel software solutions and expertise that deliver compliant and
meaningful customer interactions.
Parcel Locker Solutions:
For organizations and people who need to manage a growing volume of deliveries
and returns, we provide and operate a smart and secure pick-up, drop-off solution
that offers convenience and peace of mind.
We are offering a variety of procurement methods consisting of purchase, rental and
various leasing programs to meet a client's requirements. Quadient provides both
hardware and software solutions for all product categories. Quadient product details
and solutions overview have been provided in the attached document
entitled "Quadient Product Information".
The product categories consist of:
• Mailing solutions
• USPS Postage meter rentals
• Folder/Inserter systems and solutions
• Addressing systems and solutions
• Document composition and output management solutions
• Postage/Shipping Accounting solutions
• Inbound Parcel/Mail tracking solutions
• Outbound Parcel/Mail tracking solutions
• Intelligent Parcel lockers
• Associated furniture for all equipment
• Tabbers
• Letter openers
• Professional services for software implementation and integration
• Training programs
• Various maintenance and service programs
• Supplies
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
72 Within this RFP category there may be Provided below are the main categories with each subcategory. (please note, within
subcategories of solutions. List subcategory each main and subcategory there can be maintenance, software care and support,
titles that best describe your products and professional services, and applicable software)
services.
• Mailing solutions
o Low Volume
o Medium Volume
o High Volume
• Mailing Meter Rentals
• Folder/Inserter systems and solutions
o Low Volume
o Medium Volume
o High Volume
o Production Volume
o Software
• Addressing systems and solutions
• Document management solutions
o Software
• Accounting solutions
o Software
• Inbound
o Hardware
o Software
• Outbound Mail/Parcel tracking solutions
o Hardware
o Software
• Intelligent Parcel Lockers
• Associated Furniture
• Tabbers
• Letter openers
• Professional Services
• Training programs
• Various maintenance and service programs
o Standard Maintenance
o On-site Maintenance
o Remote Maintenance
o Software Care and Software Support
• Supplies
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Table 1413: Depth and Breadth of Offered Equipment Products and Services
Indicate below if the listed types or classes of equipment, products, and services are offered within your proposal. Provide additional
comments in the text box provided, as necessary.
Line Item Category or Type Offered* Comments
73 Solutions for the receiving, handling, preparation, r Yes We provide the full scope of our
packaging, tracking, and shipping of mail and f No solutions on the Sourcewell contract.
parcels, including equipment, technology, hardware,
software, supplies, and accessories
74 Purpose-built mailroom furniture, furnishings, r: Yes We provide custom designed
security or storage systems, and equipment, with r- No furniture for our equipment as well as
related supplies and accessories our intelligent Parcel Locker systems.
75 Postage systems of all types and postal cost- c Yes We provide the full scope of our
optimization solutions r- No postage solutions and postal cost
optimization solutions on the
Sourcewell contract.
76 Services related to the offering of the solutions Yes Quadient offers full installation,
described in Sections 1. a. — c. above, including r- No training, and ongoing maintenance
installation, maintenance, repair, training, and support of all products on this
integration, support, and customization contract. We also have an extensive
professional services team that has
the ability to do custom integrations
of some of our solutions, depending
on the need.
Table 15: Industry Specific Questions
Line Question Response*
Item
77 Describe the ability to integrate the While known for our expertise in mailing hardware, Quadient also offers many
solutions you offer with other mailroom software products that have the ability to integrate with customers' back-end systems
technologies, if any. and other mailroom technology. The ability to do so depends on the specific product
and solution, but our professional services team engages with our customers to
detail possible integrations as part of our sales process. An example of our
integration is the ability to connect to Microsoft Active Directory to populate internal
employee information for delivery with our inbound parcel solutions.
78 Describe your ability to customize your During the sales process, Quadient conducts an assessment of
proposed solutions to unique customer the prospect's current communication processes. The assessment process enables
requirements. us to identify the Sourcewell member's specific communication challenges and how
they align with their business goals. This enables us to make precise solution
recommendations as well as provide a full business justification detailing the
measurable results our solutions will achieve. Each engagement with a customer
results in a customized solution.
Some of the items that are discovered during the survey/assessment process that
allow Quadient to propose unique solutions:
Current equipment/software and layout of physical space
Current Total Cost of operation
Current processes - how does a communication get generated and distributed?
Pain points or "gaps" in the process and what they mean to the customer (ex.
lost revenue, taxpayer dissatisfaction)
Unique needs to that organization, specifically any integration or working with
back-end systems
The professional services team develops a full Statement of Work (SOW) with each
customer - this is a mutually agreed-upon document that outlines all of the current
and proposed new processes and solutions that the customer would like to
incorporate into the new Quadient solution. This allows Quadient to develop and
deliver unique solutions to each customer with measurable improvements to their
organization.
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Exceptions to Terms, Conditions, or Specifications Form
Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been
incorporated into the contract text.
Documents
Ensure your submission document(s)conforms to the following:
1. Documents in PDF format are preferred. Documents in Word, Excel, or compatible formats may also be provided.
2. Documents should NOT have a security password,as Sourcewell may not be able to open the file. It is your sole responsibility to
ensure that the uploaded document(s)are not either defective,corrupted or blank and that the documents can be opened and viewed
by Sourcewell.
3. Sourcewell may reject any response where any document(s) cannot be opened and viewed by Sourcewell.
4. If you need to upload more than one (1)document for a single item, you should combine the documents into one zipped file. If the
zipped file contains more than one (1)document, ensure each document is named, in relation to the submission format item responding
to. For example, if responding to the Marketing Plan category save the document as"Marketing Plan."
• Pricing - Quadient Sourcewell Pricing.pdf- Monday January 10, 2022 08:03:27
• Financial Strength and Stability - NEO-QUA-URD-2020-en-ecobook.pdf- Thursday January 06, 2022 09:15:55
• Marketing Plan/Samples-Quadient Marketing Examples.zip-Monday January 10,2022 08:26:53
• WMBE/MBE/SBE or Related Certificates - Quadient Dealer Certifications.pdf- Thursday January 06, 2022 09:20:23
• Warranty Information-Quadient Maintenance Terms_V1-2020.pdf-Thursday January 06,2022 09:20:44
• Standard Transaction Document Samples- Quadient Standard Transaction Document Samples.zip - Monday January 10, 2022
08:26:31
• Upload Additional Document - Quadient Additonal Docs_Cover Letter—Product Portfolio_CSR.zip - Monday January 10, 2022
08:25:47
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
Addenda, Terms and Conditions
PROPOSER AFFIDAVIT AND ASSURANCE OF COMPLIANCE
I certify that I am the authorized representative of the Proposer submitting the foregoing Proposal with the legal authority to bind the
Proposer to this Affidavit and Assurance of Compliance:
1. The Proposer is submitting this Proposal under its full and complete legal name, and the Proposer legally exists in good standing in
the jurisdiction of its residence.
2. The Proposer warrants that the information provided in this Proposal is true, correct, and reliable for purposes of evaluation for
contract award.
3. The Proposer, including any person assisting with the creation of this Proposal, has arrived at this Proposal independently and the
Proposal has been created without colluding with any other person, company, or parties that have or will submit a proposal under
this solicitation; and the Proposal has in all respects been created fairly without any fraud or dishonesty. The Proposer has not
directly or indirectly entered into any agreement or arrangement with any person or business in an effort to influence any part of
this solicitation or operations of a resulting contract; and the Proposer has not taken any action in restraint of free trade or
competitiveness in connection with this solicitation. Additionally, if Proposer has worked with a consultant on the Proposal, the
consultant(an individual or a company) has not assisted any other entity that has submitted or will submit a proposal for this
solicitation.
4. To the best of its knowledge and belief, and except as otherwise disclosed in the Proposal, there are no relevant facts or
circumstances which could give rise to an organizational conflict of interest. An organizational conflict of interest exists when a
vendor has an unfair competitive advantage or the vendor's objectivity in performing the contract is, or might be, impaired.
5. The contents of the Proposal have not been communicated by the Proposer or its employees or agents to any person not an
employee or legally authorized agent of the Proposer and will not be communicated to any such persons prior to Due Date of this
solicitation.
6. If awarded a contract, the Proposer will provide to Sourcewell Participating Entities the equipment, products, and services in
accordance with the terms, conditions, and scope of a resulting contract.
7. The Proposer possesses, or will possess before delivering any equipment, products, or services, all applicable licenses or
certifications necessary to deliver such equipment, products, or services under any resulting contract.
8. The Proposer agrees to deliver equipment, products, and services through valid contracts, purchase orders, or means that are
acceptable to Sourcewell Members. Unless otherwise agreed to, the Proposer must provide only new and first-quality products and
related services to Sourcewell Members under an awarded Contract.
9. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and orders.
10. The Proposer understands that Sourcewell will reject RFP proposals that are marked "confidential" (or"nonpublic," etc.), either
substantially or in their entirety. Under Minnesota Statutes Section 13.591, subdivision 4, all proposals are considered nonpublic
data until the evaluation is complete and a Contract is awarded. At that point, proposals become public data. Minnesota Statutes
Section 13.37 permits only certain narrowly defined data to be considered a"trade secret," and thus nonpublic data under
Minnesota's Data Practices Act.
11. Proposer its employees, agents, and subcontractors are not:
1. Included on the"Specially Designated Nationals and Blocked Persons" list maintained by the Office of Foreign Assets Control
of the United States Department of the Treasury found at: https://www.treasury.aov/ofac/downloads/sdnlist.pdf-1
2. Included on the government-wide exclusions lists in the United States System for Award Management found at:
https://sam.aov/SAM/; or
3. Presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
DocuSign Envelope ID:80FCC7B3-6A33-4B91-8CDC-37323A7C0416
by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any
Participating Entity. Vendor certifies and warrants that neither it nor its principals have been convicted of a criminal offense
related to the subject matter of this solicitation.
F- By checking this box I acknowledge that I am bound by the terms of the Proposer's Affidavit, have the legal authority to submit this
Proposal on behalf of the Proposer, and that this electronic acknowledgment has the same legal effect, validity, and enforceability as if I
had hand signed the Proposal. This signature will not be denied such legal effect, validity, or enforceability solely because an electronic
signature or electronic record was used in its formation. - John Tartaro, Deputy CFO, Quadient, Inc.
The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the
Proposer foresees an actual or potential Conflict of Interest in performing the contractual obligations contemplated in the bid.
r- Yes r- No
The Bidder acknowledges and agrees that the addendum/addenda below form part of the Bid Document.
Check the box in the column"I have reviewed this addendum" below to acknowledge each of the addenda.
I have reviewed the
File Name below addendum and pages
attachments(if
applicable)
Addendum_4_Mail ing_Postage_Egpt_Tech_RFP_011322 1
Wed January 5 2022 04:31 PM
Addendum_3_Mail ing_Postage_Egpt_Tech_RFP_011322 r 1
Tue January 4 2022 09:16 AM
Addendum_2_Mail ing_Postage_Egpt_Tech_RFP_011322 1
Mon January 3 2022 03:01 PM
Addendum 1—Mail ing_Postage_Egpt_Tech_RFP_011322 1
Thu December 2 2021 02:57 PM
Bid Number: RFP 011322 Vendor Name: Quadient, Inc.
Exhibit C
CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO
For vendor doing business with local governmental entity
This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. OFFICEUSEONLY
This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who Date Received
has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the
vendor meets requirements under Section 176.006(a).
By law this questionnaire must be filed with the records administrator of the local governmental entity not later
than the 7th business day after the date the vendor becomes aware of facts that require the statement to be
filed. See Section 176.006(a-1), Local Government Code.
A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code.An
offense under this section is a misdemeanor.
jJ Name of vendor who has a business relationship with local governmental entity.
Quadient, Ilnc.
2
❑ Check this box if you are filing an update to a previously filed questionnaire.(The law requires that you file an updated
completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which
you became aware that the originally filed questionnaire was incomplete or inaccurate.)
3 Name of local government officer about whom the information is being disclosed.
N/A
Name of Officer
4j Describe each employment or other business relationship with the local government officer, or a family member of the
officer,as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer.
Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form
CIQ as necessary.
A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income,
other than investment income, from the vendor?
Yes [::] No
B. Is the vendor receiving or likely to receive taxable income,other than investment income,from or at the direction
of the local government officer or a family member of the officer AND the taxable income is not received from the
local governmental entity?
Yes No
5 Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or
other business entity with respect to which the local government officer serves as an officer or director, or holds an
ownership interest of one percent or more.
N/A
6
❑ Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts
as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1).
71 9ell-q-
4/28/2022
Signat re of vendor doing business with the governmental entity Date
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021
CONFLICT OF INTEREST QUESTIONNAIRE
For vendor doing business with local governmental entity
A complete copy of Chapter 176 of the Local Government Code maybe found at http://www.statutes.Iegis.state.tx.us/
Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form.
Local Government Code§176.001(1-a):"Business relationship"means a connection between two or more parties
based on commercial activity of one of the parties. The term does not include a connection based on:
(A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an
agency of a federal, state, or local governmental entity;
(B) a transaction conducted at a price and subject to terms available to the public; or
(C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and
that is subject to regular examination by, and reporting to, that agency.
Local Government Code§176.003(a)(2)(A)and(B):
(a) A local government officer shall file a conflicts disclosure statement with respect to a vendor if:
(2) the vendor:
(A) has an employment or other business relationship with the local government officer or a
family member of the officer that results in the officer or family member receiving taxable
income, other than investment income, that exceeds $2,500 during the 12-month period
preceding the date that the officer becomes aware that
(i) a contract between the local governmental entity and vendor has been executed;
or
(ii) the local governmental entity is considering entering into a contract with the
vendor;
(B) has given to the local government officer or a family member of the officer one or more gifts
that have an aggregate value of more than$100 in the 12-month period preceding the date the
officer becomes aware that:
(i) a contract between the local governmental entity and vendor has been executed; or
(ii) the local governmental entity is considering entering into a contract with the vendor.
Local Government Code§ 176.006(a)and (a-1)
(a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship
with a local governmental entity and:
(1) has an employment or other business relationship with a local government officer of that local
governmental entity,or a family member of the officer,described by Section 176.003(a)(2)(A);
(2) has given a local government officer of that local governmental entity, or a family member of the
officer,one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B),excluding any
gift described by Section 176.003(a-1);or
(3) has a family relationship with a local government officer of that local governmental entity.
(a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator
not later than the seventh business day after the later of:
(1) the date that the vendor:
(A) begins discussions or negotiations to enter into a contract with the local governmental
entity; or
(B) submits to the local governmental entity an application,response to a request for proposals
or bids, correspondence, or another writing related to a potential contract with the local
governmental entity;or
(2) the date the vendor becomes aware:
(A) of an employment or other business relationship with a local government officer, or a
family member of the officer,described by Subsection(a);
(B) that the vendor has given one or more gifts described by Subsection (a);or
(C) of a family relationship with a local government officer.
Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 1/1/2021