wcb Request for Proposal Mailing Equipment and Management Software

Transcription

1 wcb Request for Proposal Mailing Equipment and Management Software Addendum #1 Issued February 11, 2015 Closing Date Change from February 12 to March 1, 2016 Opening Date Change From February 16 to March 2, 2016 RFP Requirements Clarification Responses to questions posed by vendors asking for clarification on the RFP. Original wording in Plain Font, question/clarification requested in Bold font, answer highlighted in yellow. 1.3 Purpose and Scope of Work (these requirements are also quoted in 5.0 Project or Program Requirements and in Schedule A Statement Of Work) Paragraph 1 - Please let us know who the local carriers are that WCB is using? Medic/Action Courier locally, plus Fedex, Purolator, and Canada Post Paragraph 2 - The WCBNS is seeking a partner to provide several pieces of postage/courier equipment, mechanical and technical support, as well as computer systems to integrate these pieces with not only each other, but with our external vendors as well. Please explain what WCB means by the wording of this sentence. What is the outcome that WCB is looking for with the integration? We are looking to ensure that the mail management software works properly with our equipment (inserter and/or mail machine), and to ensure that we can use the software to link with our external providers for rate and delivery comparisons. Mail Inserter - Minimum of 5,400 pieces per hour could this be changed to say throughput up to 5,400 per hour - this is acceptable. Does any of WCB Inserter applications process Flat (9x12) envelopes? we do occasionally use 9 x 12 envelopes, but the bulk of our work is with standard size envelopes High Capacity Envelope Feeder Minimum 8 sheet feeders, 4 insert feeders please clarify. Are you looking for 8 regular sheet feeder and 4 insert feeders (total of 12 feeders) or are you looking for 8 feeders including 4 insert feeders (total of 8 feeders) total of eight. C, Z, and Single and Double Fold capabilities. Programmable Jobs

2 Interface with Postage Machine Please clarify what WCB is asking for with this request. Do you want the folder/inserter to send completed documents to directly into the mailing machine via a conveyor system? - yes Capability for both OMR and Barcode document scanning Interface with Management Software What software do you mean? What exactly is WCB looking for with this request? If WCB wants the folder/inserter to integrate to a mail accounting software then this is a lockout as it limits the RFP to one specific vendor response. We are looking for the management software the vendor provides to give us the ability to track and cost allocate mailing and courier costs, there is no integration with other WCB software Postage Meter - Interface with Insertion Machine - Please clarify what WCB is asking for with this request. Do you want the folder/inserter to send completed documents to directly into the mailing machine via a conveyor system? yes Capable of utilizing & printing a selection of carrier indicia. Please clarify what you mean by a selection of carrier indicia. A mailing machine is only allowed to print Canada Post indicia s. in the future, we might have several different Canada Post indicia s to take advantage of different Canada Post rates./ Colour & Black Ink Printing Colour printing on envelopes limits the RFP to one specific vendor response and can be considered a lockout. Can the request for Colour printing be removed? yes (black and white and/or colour) High Speed processing Low sound volumes Interface with Management Software What Management software is WCB talking about? Is this existing software? - We are looking for the management software the vendor provides to give us the ability to track and cost allocate mailing and courier costs, there is no integration with other WCB software Envelope Opener What are the monthly volumes/pieces? approximately 15,000 pieces per month. Automatically opens envelopes. Adjustable cutting device is securely housed inside the system. The paper waste generated from the envelope is neatly stored in an easily accessible waste area. A tracking counter can be reset to track the number of pieces each time you process mail. System Management & Tracking Software/Utility Cost-Centre volumes and expenditure tracking & reporting. Create ad-hoc reports. Rate Shopping & access to all large carrier contracted rates Tracking Number look-up and forwarding Multiple user sign-in. Address Verification & Batching Ability to add surcharge and/or fuel surcharge to individual pieces.

3 Ability to track usage time of individual pieces of equipment by job or batch. This request limits the RFP to one specific vendor response and can be considered a lockout. this is not a mandatory requirement. 5.1 page 14 System Training & Technical Support Real-time on-line and/or call centre support. 24-hr (or less) on-site turnaround for support calls. Initial training for 6 staff members on new technology and equipment, plus the option for one training/review session per year. 1) Install and Activate new equipment & software and provide a level of integration with existing WCB systems. What existing WCB systems are these? Please clarify. This is the postal management software installed by the vendor, integration would be to get it to access the internet through our firewall. In our specific environment here at the WCB, we use Citrix XenDesktop (Windows VDI Virtual Desktop Interface ) and XenApp (for virtual application delivery). So, our preference would be for the software to be installed on a Citrix server and rolled out as a published app ( XenApp ) to the specific PPS employees requiring the software (to their Citrix XenDesktop). Synchronize software with existing WCB-utilized mail and courier carriers; and Provide on-going support for technical and mechanical issues. Replacement of equipment in event of extended down-time. What is considered the extended down-time? anything greater than 48 hours. Describe your system maintenance plans/schedules, any impact of system maintenance on WCB users and how the impact will be minimized. Minimum Mandatory Technical Requirements Support and perform well in a Citrix Xendesktop VDI environment running Windows 7 and up (32 and 64 bit) virtual machines. Support Windows 2012 server (and up). Allows installation of the application as a Citrix published application in our environment (if required). Be certified to run on Internet Explorer version 9.0 (and higher) and Safari. Have any/all data storage components and transfers entirely within Canada, including disaster recovery site(s). Does this request apply to this tender? - yes Security Requirements Does any of the following apply to this tender? yes if the vendor installed system is storing any of our (WCB-specific) data anywhere other than at our location.

4 Use data transmission encryption for transport of information over public networks (describe your approach). Have controls in place around access to any WCB-related data maintained within the hosted system (describe your access controls). Proactive monitoring through a network and security system, including intrusion detection (describe system). Employ a robust user authentication process (describe process). Ensure that WCB data is isolated from other clients data (describe your approach). Please describe any independent security assessments performed on your solution as well as any third-party components. (i.e. SAS 70; SSAE 16; SOC 2; SOC 3). How often are security assessments performed? Mail Inserter: 1) Would a system that has 8 stations in total be acceptable? WCB would have the flexibility of configuring the inserter with the desired number of sheet and/or insert feeders depending on the job requirement. a. Yes that would be an acceptable approach. 2) It is acceptable for the inserter not to be interfaced with the Management Software? a. Yes, as long as the postage machine is. System Management & Tracking Software/Utility: 2) Would WCB prefer the System Management & Tracking Software be installed on a Server or a Windows PC? In our specific environment here at the WCB, we use Citrix XenDesktop (Windows VDI Virtual Desktop Interface ) and XenApp (for virtual application delivery). So, our preference would be for the software to be installed on a Citrix server and rolled out as a published app ( XenApp ) to the specific PPS employees requiring the software (to their Citrix XenDesktop). 2) Will WCB provide the processing workstation(s) / Windows PC? yes, these would most likely be installed in our existing PC s/workstations 3) The current Ascent solution is for two (2) processing workstations. How many processing workstation(s) are now required? We would like the capability for the at least three processing stations. 4) Will WCB will be providing the related hardware: label printer(s) & scale(s)? If not, how many of each items will be required? No we will not, we would need 3 of each.

5 5) Page 14 Ability to track usage time of individual pieces of equipment by job or batch. Could you expand or further define this requirement? Looking for the capability to track how much each machine is used for a certain job. So for mail-out X we used the inserter for 1.8 hours and the mail machine for 1.22 hours if possible. 6) Page 14 - Install and Activate new equipment & software and provide a level of integration with existing WCB systems. Please expand and define which WCB systems would require integration? This is just the integrating of utilizing connecting the management software up with whatever external web access it would need to be functional (service providers, and presumably the vendor), in conjunction with our IT group. 7) Page 14 Tracking Number look-up and forwarding. If possible to better define this requirement. Is this requirement related to sending out an notification to a client? Yes that is what we are looking for if possible.