Rochester Softerware Associates Support Renewal

REV 11/18/2021 Page 1 of 3 PROCUREMENT JUSTIFICATION FORM (PJF) This form must accompany all contract requests and sole source requisitions (RQS) over $5,000 submitted to the Division of Procurement Services. INSTRUCTIONS: Please provide the requested information in the white spaces below. All responses (except signatures) must be typed; no hand-written forms will be accepted. See the guidance document posted with this form on the Division of Procurement Services intranet site (Forms page) for additional instructions. PART I: OVERVIEW Department Office/Division/Program: DAFS/OIT/Client Tech Services Department Contract Administrator or Grant Coordinator: Kyle Pendleton (If applicable) Department Reference #: Amount: (Contract/Amendment/Grant) $ 18,234.70 Advantage CT / RQS #: RQS 18B 20221004-0469 CONTRACT Proposed Start Date: 10/9/2022 Proposed End Date: 10/8/2023 AMENDMENT Original Start Date: Effective Date: Previous End Date: New End Date: GRANT Project Start Date: Grant Start

Date: Project End Date: Grant End Date: Vendor/Provider/Grantee Name, City, State: RICOH USA, Inc. Northeast District PO Box 13487 Macon, GA 31208-3487 Brief Description of Goods/Services/Grant: Rochester Software Assoc Support Renewal PART II: JUSTIFICATION FOR VENDOR SELECTION Check the box below for the justification(s) that applies to this request. (Check all that apply.) A. Competitive Process G. Grant B. Amendment H. State Statute/Agency Directed C. Single Source/Unique Vendor I. Federal Agency Directed D. Proprietary/Copyright/Patents J. Willing and Qualified E. Emergency K. Client Choice F. University Cooperative Project L. Other Authorization DocuSign Envelope ID: 435ABC4A-D57D-4E47-B0AE-CA5340E5ACF2 DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES iy DIVISION OF PROCUREMENT SERVICES Rsv wu he) BENNO} Procurement Justification Form (PJF) REV 11/18/2021 Page 2 of 3 Please respond to ALL of the questions in the following sections. PART III: SUPPLEMENTAL INFORMATION 1. Provide a more detailed description and explain the need for the goods, services or grant to supplement the response in Part I. The vendor Rochester Software Associates, RSA, supplies the print server workflow software for the Office of Information Technology high speed micr printers. The server software controls where the jobs reside and how they are managed. The software and workflows are customized for the State of Maine print facility and has all legacy jobs for the IBM, as well as forms, fonts, logos. 2. Provide a brief justification for the selected vendor to supplement the response in Part II. Reference the RFP number, if applicable. The vendor Rochester Software Associates, RSA, supplies the print server workflow software. This server is where the jobs reside and are managed. The software and workflows are customized for the State of Maine print facility and has all legacy jobs for the IBM, as well as forms, fonts, logos. The package is off-the-shelf software, custom configured for the State of Maine. No changes. 3. Explain how the negotiated costs or rates are fair and reasonable; or how the funding was allocated to grantee. There has been no change in cost over the past there (4) years; however, because of changes in the production servers in March of 2022, there has been a 19% reduction in cost. RICOH pricing is 2% less than use of a software reseller. Using the existing software avoids software repurchase cost, re- programming and training costs. 4. Describe the plan for future competition for the goods or services. RSA file and workflow routing for print services is an integral part of the OIT high-speed print infrastructure. The RSA print routing service will be considered for replacement when the high-speed print architecture is changed. PART IV: AMERICAN RESCUE PLAN ACT (ARPA) / MAINE JOBS & RECOVERY PLAN (MJRP) Does this request utilize ARPA/MJRP funds? Yes If Yes, please attach the approved Business Case(s). No If No, proceed to Part V. PART V: APPROVALS The signatures below indicate approval of this procurement request. Signature of requesting Departments Commissioner (or designee): Typed Name: Frederick Brittain, Chief Information Officer Date: DocuSign Envelope ID: 435ABC4A-D57D-4E47-B0AE-CA5340E5ACF2 10/5/2022 DocuSigned by: 052B9AC7F56A489... Procurement Justification Form (PJF) REV 11/18/2021 Page 3 of 3 Signature of DAFS Procurement Official: Typed Name: Joseph Zrioka, Director of IT Procurement Date: DocuSign Envelope ID: 435ABC4A-D57D-4E47-B0AE-CA5340E5ACF2 10/4/2022 el Ariole EA813178102243C...