State of Vermont RFP Digital Copiers

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Dominic Johnston
6 years ago
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1 State of Vermont RFP Digital Copiers PLEASE NOTE THE FOLLOWING CHANGES HAVE BEEN MADE TO THE RFP: 1. The Due Date and Bid Opening has changed to: Due Date and Bid Opening: September 19, 2006 Time of Bid Opening: 2:00 p.m. 2. Staples to be quoted separately for all groups. Not included in service agreements. 3. Quote sheets are updated to conform with RFP. 4. Surge suppression spec is changed to allow either internal or external devices. 5. BGS Copier Fleet as of revised as of 9/1/06 Questions received August 23, 2006 Questions and Responses 1. Question: Group VI Machine speed on the RFP 2.1 is CPM but on quote sheet it is 65cpm should it be changed to the 60 to 70 on Quote sheet to match RFP 2.1? Response: Yes, new quote sheets are attached for all quote groups. 2. Question: Paper supply on group 4,5,7 are 2,000 sheets but on group 6 it is 3,000 sheets, should group 6 be the same as 4,5,7? Response: Yes, Group VI should also be 2,000 sheets 3. Question: Should group 7 be 70 CPM plus so it would give the State more options to choose from? Response: No, per RFP Section 2.1, the range is Question: Will you consider having a Group 8 for machines 90 CPM and over? Response: No 5. Question: What is going to be the exact copy volume used in each group for evaluating the bid? Response: For evaluation purposes, we will be using the volume stated for each group per section 2.1 of the RFP (ie: Group I = 10,000 copies per month). 6. Question: What will be the total years used for evaluating the bid? Response: See RFP Section Evaluation Criteria

2 7. Question: Sec 2.18 Replacement - Three service calls in six months is very open and I think it should be narrowed down this could very hard to manage, should lemon law be like in past bids? Response: Requirement is as noted in RFP Section 2.18 Replacement 8. Question: Ozone test - would like more definition as to what you are looking for. Response: Requirement is as noted in RFP Section 2.21 Ozone Emissions. 9. Question: Is it correct to say that the State is accepting bids for; Option 1- only purchases, Option 2 - rentals from vendor, or Option 3-rentals from the State, or any combination of the three options? Response: Vendors are not limited to bidding any specific options. 10. Question: Will it be mandatory for a vendor to provide separate invoices to each of the users of a shared machine? Response: Yes, if more than one customer (separate budgets) is sharing a machine, the contractor will be required to invoice each customer for their share of the service costs based on usage. There are approximately machines in the current Fleet that are shared by multiple customers. 11. Question: In regards to replacing a machine dubbed a "lemon" - If a loaner machine was provided temporarily, are these days still included as part of the "ten working days a machine is out of service"? Response: Yes 12. Question: Could you please clarify what will be authorized transactions of a Purchase- Card? Response: See RFP Section Question: Is there a $2,500 transaction limit on all P-Cards? Response: See RFP Section Question: Can you identify what percent of the paper used in the copiers will be 100% recycled paper? Response: 100%, all State agencies and departments are required to use 100% recycled copy paper. 15. Question: Can you identify how often a machine is moved, or expected to be moved? Response: Specific data is not available. 16. Question: Based on previous machine relocations, can you provide an average distance in miles?

3 Response: Specific data is not available. 17. Question: What percentage of the copiers will be network connected? Response: We do not have actual data but estimate that approximately 40% are currently networked and this number is likely to increase as machines are replaced. 18. Question: What percentage of the copiers will require scanning? Response: Specific data is not available. A few departments may require scanning for encrypted purposes. Most departments will not require this feature. 19. Question: What are the applications associated with scanning? Response: Specific data is not available. A few departments may require scanning for encrypted purposes. Most departments will not require this feature. 20. Question: Is there a State of Vermont central repository for documents/content where the copier will need to scan to? 21. Question: Is there a State of Vermont ERP system where the copier will need to scan to? 22. Question: Is there a State of Vermont web based portal system that the copier will need to scan to? 23. Question: Are there current tools that manage print/copy traffic and volume in place? If not, are there plans to deploy print management tools for the connected and personal printers throughout the state? Response: No and no. 24. Question: What AS/400 applications are printing now? To what devices? Using what drivers? What print stream(s): PCL, PostScript, or something else? What volume? Same questions for UNIX applications. Response: This is not part of the RFP. 25. Question: Do you want the Service/Supply agreement to include staples in the click charge even though a staple will not be used every copy. Response: No, although the RFP indicated that service and supplies included staples, staples should not be included as part of the service and supplies. We would like prices for staples included in bids.

4 26. Question: What methodology is being used to determine the Book Value of the machine in the BGS fleet? Response: Most machines are depreciated over 36 months, although we have some machines that have been or are being depreciated over 48 or 60 months. 27. Question: Will the State or BGS require the vendor to provide the capability of placing after hours services calls via phone, fax, or web submission? Response: No, not a requirement of the RFP. 28. Question: Will the State consider evaluating the bids based on actual usage calculated from the BGS fleet? If so, will the evaluation team use the current meter reading (provided on the spreadsheet) divided by the number of months based or the acquisition date or will it use the average monthly usage based on the past 12 months (gathered from the reports provided by the current vendor)? Response: No, RFP Section Evaluation Criteria outlines how proposals and machines will be evaluated. In addition to basic requirements, consideration will be given to cost, options, service, service capabilities, etc. 29. Question: What is the purpose of providing separate toner pricing if all maintenance agreements will include toner? Response: Agencies or departments may have existing machines or choose to purchase a machine and not have a service contract. 30. Question: What is the maximum number of codes that would be required for tracking usage on a shared machine? Response: Typically, we only bill up to ten customers per machine. 31. Question: Currently the bid is requesting 3 pricing model. They are outright purchase, rental and sale to BGS. Which model will the award be based on or will it be all three with each having a weighted value? Response: Vendors are not limited to bidding any specific options. See RFP Section 1.8 Method of Award. 32. Question: 1.17 Invoicing - Please consider deleting the last sentence of this section as a vendor may not be able to facilitate/produce separate invoices for "shared" machines. Response: No, if more than one customer (separate budgets) is sharing a machine, the contractor will be required to invoice each customer for their share of the service costs based on usage. There are approximately machines in the current Fleet that are shared by multiple customers. 33. Question: Evaluation Criteria - What is the estimated volume that the award will be based upon? What do you mean by placement level?

5 Response: Placement level is used synonymously with Group Level. For evaluation purposes, we will be using the volume stated for each group per section 2.1 of the RFP (ie: Group I = 10,000 copies per month). 34. Question: 1.9 Contract Terms - Please acknowledge that the terms and conditions of the vendor agreement, which will be included in vendor response, will be part of the "contract" applicable to all equipment leases and that all placements under the vendor agreement would be required to be on a Product Schedule to that Agreement. Response: Detail all requirements for consideration in your proposal, including any vendor terms and conditions. 35. Question: 2.1 Volume Requirements - This section states an approximate CPM speeds for groups I through VII. The quote sheets for Groups I, II, III and VII are in agreement with this however the quote sheet for Groups IV, V and VI state a specific CPM. What will the minimum acceptable CPM is for each Group? Response: New quote sheets are attached for all quote groups. See RFP Section 2.1 for CPM ranges for each group. 36. Question: 2.18 Replacement - Would you consider changing the language to include the following: excluding parts and service calls that are part of a Preventative Maintenance call or that have been replace because they have reached their life expectancy? Response: No, language will not be changed. 37. Question: 2.21 OZONE EMISSIONS - Would you consider changing the language to include the following: or provide OSHA or other government certification of emission compliance? Response: No, language will not be changed. Requirement is as noted in RFP Section 2.21 Ozone Emissions. 38. Question: 2.24 EMPTY TONER CARTRIDGES - Many of the toner bottles are recyclable but not refillable. Does the State want the vendor to recover these or can they simply be processed within the State s recycling program? Response: The State wants the vendor to recover these, even if they are not refillable. 39. Question: Section 6 of the Purchasing and Contract Administration Terms and Conditions Would it be possible to change the order of precedence to have the vendor Master Agreement first in order? 40. Question: Section 11 of the Purchasing and Contract Administration Terms and Conditions Would you consider amending this section to include a termination only for nonappropriation of funds? If this cannot be done then please clarify that this Section does not allow the State to terminate the contract or any product schedule/po for "convenience," but rather only permits cancellation for the contractor's failure to perform. Response: No

6 41. Question: Section 11 of the Purchasing and Contract Administration Terms and Conditions Can the right of set-off provided for in this section be deleted? Response: No 42. Question: Questions on the Quote Sheets - What does /pc signify on the quote sheets i.e. 24 month rent/pc or 24 mo+netw/pc? Response: The "pc" refers to per copy or per click. The "netw" refers to copiers that are networked. 43. Question: If a 48 month commitment made the pricing more favorable for the state of Vermont would you consider that as a term for the contract? We can contract for up to a four years period (two year contract with two each one year renewal options), detail your requirements in your proposal. As always, all awards are in the best interest of the State 44. Question: What is the current equipment and service pricing by group? Response: The current pricing is available at the Purchasing and Contract Administration Web site at: You must click on contract number 6077 to open the document. The maintenance rate for BGS Fleet copiers is currently $ per click. 45. Question: What are the true depreciation amounts of the existing fleet? Response: The book value amount is the buy out amount (see RFP Section 5.6.3), which is reduced monthly by the depreciation amount. Both were provided as the buyout amount is as of 6/30/06. The BGS Copier Fleet Inventory List as of (revised ) will be posted on the web as an Excel file. Again, there will be changes to the BGS Copier Fleet Inventory List (Attachment A) as a result of machines replaced and/or added since June 30, Question: Which accessories will be factored into the total cost when comparing bids? Response: Detail all accessories and supplies that you want the state to consider as part of your bid. 47. Question: What are the three most important factors in prioritized order when determining the winning bid? Response: See RFP Evaluation Criteria. 48. Question: With regards to equipment performance, will you accept third party services of evaluations by independent sources like BERTL and BLI? Response: See RFP Section 1.8 Method of Award (and all subsections of 1.8).

7 49. Question: 1.11 Delivery: Everything associated with a contract has a price tag. Quicker deliveries demand higher costs of inventories and shipping. The standards in the industry are 30- days. Would the State accept a 30-day delivery time line? Response: No 50. Question: 2.1 Volume Ranges: I noticed within your verbiage, that the volume ranges are listed (from - to), but on the response sheets starting at Group IV it indicates 45-CPM and not the range. Is this a typo? It was my understanding at the Bidders Conference, a range of speed specified in the verbiage was you intent. Please clarify! Response: New quote sheets are attached for all quote groups. See RFP Section 2.1 for CPM ranges for each group. 51. Question: Terms and Conditions Section 28 - Subcontractors: As a manufacturer responding to this solicitation, vendor utilizes a dealer support mechanism to support our products. This dealer support program could be viewed by the State of Vermont as Subcontractors. Is this mechanism of support acceptable by the State of Vermont? Response: Yes, as long as the bidder complies with RFP Section and Section 28 of the Terms and Conditions. 52. Question: On item 2.22 it indicates that in additional to any internal surge suppression technology, all machine bids must include, etc. At the meeting someone asked it the internal surge suppression technology that came with their unit would surfeits. You response was Yes. Is the state changing its position on item 2.22? What mechanism is in place to determine that internal technology meets the specifications as indicated? To the best of my knowledge, there are NO units manufactured that have ALL the safe guards as required in the Power Filter requirement as specified. Response: The State amends RFP Section 2.22 Surge Suppression/Power Filter Equipment as follows: 2.22 SURGE SUPPRESSION/POWER FILTER EQUIPMENT: All machine bids must include surge suppression/power filter equipment at no additional charge and must meet the following specifications: Fax/Modem Protection: In/Out RJ11 modular jacks FCC Registration numbers must be marked on each unit Must contain automatic re-settable fuse in protection circuit Must incorporate a wideband DSL filter Network protection: o In/Out RJ45 Modular Jacks o ETL Verified to TIA/EIA-568-B.2 Cat5e standard Frequency Attenuation: o Normal mode: 30 db min, 45 khz 23 MHz. o Common mode: 30 db min, 20 khz 30 MHz o Remnant voltage, IEEE C62.41 Cat. B Impulse, neutral-ground: 50 Volt peak max. o UL Suppressed Voltage Rating of 330 volts on all 3 modes.

8 o Unit must operate in continuous mode no over voltage shut off disconnect. o Unit must not provide power if wall outlet is not properly grounded or missing ground o Minimum of 3 AC receptacles, including 1 flexible ( pigtail ) outlet. o UL listed and marked on each product. o A letter of certification from the surge suppression/power filter manufacturer must be included with the bid response confirming that all specifications have been me. 53. Question: INVOICING: All invoices are to be rendered by the Contractor on the vendor's standard billhead and forwarded directly to the institution or agency ordering materials or services. If more than one unit is sharing a machine contractor will provide specific invoices to each user of a shared machine. Would it be acceptable to the state to forward invoicing showing separate meters usage for each department? The institution or agency can pay alternating monthly invoices but each institution or agency can pay for their actual usage. Response: No, if more than one customer (separate budgets) is sharing a machine, the contractor will be required to invoice each customer for their share of the service costs based on usage. 54. Question: Will the State of Vermont give preference to disabled individuals of foreign wars, who are submitting responses to this solicitation? 55. Question: What are the average monthly volumes in each group? How will you calculate an estimated annual usage for each placement level? Response: There is no information available for current volumes in each group. For evaluation purposes, we will be using the volume stated for each group per section 2.1 of the RFP (ie: Group I = 10,000 copies per month). 56. Question: Would you consider monthly minimum volume commitments to leverage better service and supply rates? Response: Vendors are not limited to bidding any specific options. Detail all requirements and options for consideration in your proposal. 57. Question: Will trade in values be taken into account for equipment discounts? How will that impact the final evaluation? Response: See RFP Section Evaluation Criteria. 58. Question: What are the specific elements that go into the Life Cycle Cost Evaluation by band? How will you figure out the best? Response: RFP Section 1.8 Method of Award (and all subsections of 1.8). 59. Question: On the quote sheet what does /pc mean in reference to: rent/pc, fax/pc and network/pc?

9 Response: The "pc" refers to per copy or per click. The "netw" refers to copiers that are networked Question: In group III please clarify specs on the finisher. Do you mean online finishing capability? Response: Yes. 61. Question: Is a copy of the current contract available for public access/viewing? Can we get a copy of the contract? Response: The current contract is available at the Purchasing and Contract Administration Web site at: You must click on contract number 6077 to open the document. 62. Question: How many awards will be issued? Is one vendor going to get everything? Response: See RFP Section Contract Award. 63. Question: We are still waiting on information from the Bidders Conference on 8/3 that Ken mentioned would be on the web by the following Monday 8/7. This information ie: the financial value of the current fleet, is important to providing accurate alternative pricing options you have requested. Can the questions be answered before the 23 rd? Answers to these questions will be imperative to putting together accurate pricing and specifications for the RFP. Response: Bidders Conference Notes of August 3, 2006, revised Attachment A BGS Copier Fleet as of (revised 9/1/06) and new quote sheets for all groups have been posted along with these Questions and Responses. 64. Question: Due to the time of the year (Labor Day week) when many folks are on final summer holiday, can we get an extension on the due date and bid opening? Response: The bid due date has been changed to September 19, 2006.

Worth County School District

Worth County School District Request for Proposal (RFP) 3-YEAR COPIER LEASE Inquiries and requests regarding this RFP should be directed to: Jim McMickin, Director of Technology Worth County Schools 103