Request for Proposals

Transcription

1 Beaufort County School District Solicitation Number: Date Printed: June 8, 2016 Date Issued: Addendum 1 Date Issued: June 8, 2016 Procuremen Procurement Officer: Sandi Amsler, CPPB Phone: Sandi.Amsler@beaufort.k12.sc.us Request for Proposals DESCRIPTION: SUBMIT OFFER BY (Opening Date & Time): June 20, 2016; 2:00 PM EDST QUESTIONS MUST BE RECEIVED BY: June 6, 2016 NUMBER OF COPIES TO BE SUBMITTED: Seven (7) Original Signed Copies and One (1) Redacted Version on CD Offers must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior. SUBMIT YOUR SEALED OFFER TO EITHER OF THE FOLLOWING ADDRESSES: MAILING ADDRESS: PHYSICAL ADDRESS: Beaufort County School District Beaufort County School District Procurement Office Procurement Office P.O. Drawer Mink Point Blvd Beaufort, SC Beaufort, SC AWARDS & AMENDMENTS: Award will be posted at the Physical Address stated above on or after June 27, The award, this solicitation, and any amendments will be posted at the following web address: You must submit a signed copy of this form with Your Offer. By submitting a proposal or bid, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of ninety (90) calendar days after the Opening Date. NAME OF OFFEROR: (Full legal name of business submitting the offer) ENTITY TYPE: AUTHORIZED SIGNATURE (Person signing must be authorized to submit binding offer to enter contract on behalf of Offeror named above) PRINTED NAME TITLE Instructions regarding Offeror s name: Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror above. An offer may be submitted by only one legal entity. The entity named as the Offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

2 QUESTIONS/ANSWERS 1. Based upon complexity of RFP with multiple components being requested (software, MPS, MFP fleet, Printers with RFID options) is it possible to get an extension? The short window allowed for response may limit and be non-conducive to BCSD receiving the best price and offering due to time constraints. The opening date of this solicitation has been extended until Monday, June 20, 2016; 2:00 PM. 2. The speed segments you are requesting in the current RFP do not match up with your current fleet. Your current fleet has 55 and 65ppm units as a majority of your BW current fleet. Is there a need for 55ppm, 65ppm BW, and Color devices? Yes - If a device asks for 50+ ppm, this means it could be pages per minute. This is true for all printer and mfp lots listed. 3. Do any of your current MFP devices require faxing? 4. For auto supply of toner, is toner shipped to central location to be disseminated (per school) - Ship to each individual site 5. How often, and how many times have you moved copiers in the past? Only a few times in past five years 6. Will BCSD consider Georgia references as well, due to proximity to Georgia? Yes 7. Can BCSD clarify the number of references required? Only provide five references total in your proposal. Please see Section Do you want a quote on additional paper trays beyond base system configurations? You can provide via in space for optional items 9. While you are asking for a CPC maintenance plan, is it possible for Beaufort County Schools to provide a yearly print volume of the devices on the MFP fleet? t at this time. 2

3 10. Can BCSD confirm that they own current Papercut licenses, as is typically standard with software? Can BCSD provide existing Papercut license file. This will let us know how many users are licensed in Papercut. Licensed users Licensed devices 135 Licensed modules - Internet Control Module and Print Control Module 11. Will BCSD allow for speed fluctuations of approximately 5ppm on requested RFP devices, as different manufactures may have their comparable unit output speed with a small variance? That s the intention of the 30+ (30 to 39 ppm) 12. For color MFP devices, are requested speeds segments based upon BW output speed, or color? BW please provide color speed for each, as well 13. In unit 10 on the MFP configuration page, is this supposed to read 95ppm BW, with color alternative? Yes 14. Will an 80ppm color unit be satisfactory as an alternative? 15. Are the Kyocera and Sharp printers owned or leased Some are leased 16. Please confirm that BCSD is looking to replace Kyocera s and Sharp printers, not add them to the managed print services solution you are seeking for HP network printers. All current lease printers will be replaced. Current owned printers, of which some are Sharp, may be added to MPS or replaced. There will be a few other devices that will need to be brought under this contract 17. Can BCSD the desire for swipe/release feature for all NETWORK PRINTERS initially, is there an estimate of the quantity of network printers that swipe functionality will be needed or timing for adding this functionality. We are only looking for options. We have not made decision to use swipe for printers. 18. Can BCSD provide further clarification for the Ability to provide pay as you go printing/copying? -Are they currently using Coin Boxes/ Credit Card Machines? 3

4 -Is there a back end system such as Pay Pal BCSD would like to integrate with? -If not how does BCSD envision ideal pay as you go functionality? We have no solution currently. We are asking for solutions from proposer. 19. Is ipad mobile print, or other tablet printing desired? 20. RFP p.1 requires 7 Originals and 1 CD copy of vendor's response submission. RFP p.18, Section 2.1.4, items c) and d) request vendor responses be divided into 2 parts, a technical proposal and a business proposal, in a single volume. Although only 1 CD version is requested, p. 18, Section states that the CD version of the response must be labeled to identify whether it contains either the technical proposal or the business proposal, and, furthermore, that each CD must be identical to the original hardcopy. Please clarify whether BCSD desires vendor s technical proposal and business proposal to be submitted as a 2-part, single response or as 2 separate responses. 2-part, single response with each file labelled as either technical or business 21. P. 18, Section requests that vendor s technical/business and cost proposals must be separate. RFP Section 8 is identified as Bidding Schedule/Business Cost Proposal Exhibit 1. Please confirm whether Exhibit 1 is to be considered the business proposal and/or the cost proposal portion of vendor s response submission. Exhibit 1 is the business proposal desired. It should be submitted separately and labelled as such. 22. RFP p. 26, item outlines the information to be included in the technical proposal, but there is no outline provided for the information to be included in the business proposal. If Exhibit 1 is not considered the business proposal, please provide the requirements of the requested business proposal. See question # RFP p. 24 requires vendors to submit a summary of data security experience that includes Reference information. P. 26, item requires vendors to submit 5 school district references. P. 27, item requires vendor to submit 5 similar-service references. P. 29, item , c) requests vendors submit 3 most recent, comparable contracts. P. 29, item 5.0.2, d) requests vendors submit a list of similar projects during past 3 years. 4

5 P. 29, item 5.0.2, j) requests vendors submit at least 5 references of similar projects. Please clarify whether BCSD requires vendors to provide 18+ References, or please indicate the total number of References BCSD requires to be submitted in the response. Five references are sufficient, as long as all five meet the school district and similarservice requirements. Contracts are not the same as references and 3 recent, comparable contracts are requested. Projects are not references and the three most recent projects are requested (these three projects could be the same as the 3 contracts, if applicable). 24. RFP p.3 Table of Contents identifies Section 2.1 as General ; however, on p. 5 Instructions to Offerors A. General Instructions is identified as Section 2.0. The General Instructions are contained in Subsection 2.1 of Section RFP p.3 Table of Contents identifies Section 2.2 as Special (also referenced as such on p. 28); however, on p. 17, Special Instructions is identified as Section 2.1. The Table of Contents incorrectly identifies Special Instructions as 2.2. It should be RFP p. 3 Table of Contents identifies Section 7.1 as General ; however, on p. 31, Terms & Conditions A. General is identified as Section 7.0. The Table of Contents incorrectly identifies General as 7.1. It should be RFP p. 3 Table of Contents identifies Section 7.2 as Special ; however, on p. 38, Terms and Conditions B. Special is identified as Section 7.1. The Table of Contents incorrectly identifies Special as 7.2. It should be Please confirm whether vendors are in receipt of the correctly issued RFP or if these are simply typographical errors. Both. 29. Is the schedule firm or tentative in regards to rolling out new MFP's? 9 MFP's in MFP's in MFP's in MFP's in MFP's in MFP's in 2021 Firm 5

6 30. Is the new vendor expected to maintain the existing fleet of Sharp devices until the current contract expires? 31. Could the requirement for audited financial statements be satisfied with a CPA Review/Opinion Letter?, the district is requesting financial statements. We will accept unaudited financial statements with an independent review by a CPA firm. 32. Were the Riso machines obtained under a Lease or are they owned by the school district? Lease. 33. Will the bid be considered if a bidder has similar fleet management experience but not in 5 school systems? Yes 34. Does BCSD have a preference for card readers for the new multifunction devices? Internal or External. We prefer internal but would consider external 35. Do you currently have card readers for existing multifunction devices or does winning bidder need to provide? Card readers should come with new device 36. We would need a copy of the current PaperCut (pcut) license file to calculate support agreement or screen shot of the license page. Can that be provided? See Question # Does BCSD currently utilize a payment gateway with PaperCut such as PayPal? 38. What is the current monthly print volume for your MFPs: o Overall? o By model #? t available at this time. 39. What is the current monthly print volume for your network printers: o Overall? o By model #? t available at this time 6

7 40. Page 4-Requested Options Does this mean pay as you go for students or do you define this differently? For students and volunteers. 41. Page 21 states BCSD seeks vendors to propose systems that have proximity card readers capable of reading BCSD HID identity badges and are compatible with Papercut software. BCSD uses Lenel 26-bit Wiegand badges. These proximity card readers can be attached to the proposed systems via release station or directly. We understand these to be standard features on MFPs but not printers. This feature should be included in MFP pricing. Please provide options for this feature for printers as well. Are you expecting vendors to price adding these to existing printers or just new ones as they come on line? Both. 42. Page 21 states that Riso s should be included in the vendor s management plan. We do not sell or service these products. Will this preclude us from being considered a responsible bidder?. We are not asking for sale of these to be included. We are notifying you that some site copying will be done via these devices and not MFPs. 43. Page 25 Pay As You Go Does this require a vending station? If yes, for which units? Do the students have cards that can be preloaded with funds? We are asking you for solution(s). 44. Because of the potential differences in price, the example on page 25 would also have me ask if you would like this pay as you go function for students available on every unit or a specific subset of equipment. t every unit. An example could be on the MFP and a printer in the media center. 45. Pages 59-60: Equipment speed: Since the per minute speed might vary for equipment in the same category, would you allow a variance of +/- 5 pages/minute? That s the intention of the 30+ (30 to 39 ppm). 46. Is it possible to have volumes added to the inventory list provided on pages 63-67? t at this time. 47. Xerox doesn t manufacture any 11 x 17 capable desktop color MFP with hole punch and stapler. These type units are free standing and not desktops. Is this acceptable to BCSD?. For desktop type MFP s only, the District will allow up to two (2) manufacturer s to be provided. 7