City of Lakewood Managed Print Services

Transcription

1 Request for Proposal (RFP) Addendum #1 Dated May 18, 2017 Wilfred Cochico, C.P.M., City of Lakewood Purchasing Officer Addendum #1 to RFP dated May 09, 2017 is issued to respond to bidder Q&A received through Monday, May 14, 2017 and to extend the RFP timeline and dates. By this reference, all provisions and attachments to this Addendum #1 are hereby incorporated into the RFP. Prospective bidders shall account for all provisions pursuant to this Addendum in submitting their proposal. Each bidder shall acknowledge receipt of this Addendum #1 in their proposal cover letter. Update to Section 2. Proposal Guidelines found on page #4 This RFP sets forth the requirements for a competitive process. Proposals will be accepted until 2 p.m. PST on Thursday, June 01, Fax and oral proposals are not acceptable. Late proposals will be disqualified and not opened. To be considered, bidders must provide 3 hard copies of the following in a combined bound document along with all Proposal Files and Forms on a USB or CD. Technical proposal outlining your ability to meet the RFP requirements and methodology to implement the solution with your value proposition to partner with the City on this project. Cost proposal forms completed accurately. Completed Attachment #1 excel document Bidder solution sheet with your device recommendations filled in for each category. All charges, e.g., installation and delivery, must be included in the proposal. No additional charges will be allowed once the proposal is received by the City. Proposals must be received by the Office of the City Clerk, 5050 Clark Avenue, Lakewood, CA 90712, attention: Wilfred Cochico, by 2:00 P.M. on Thursday, June 01, The City reserves the right to reject any and all proposals and to waive technical errors and discrepancies, if to do so is in the best interest of the City A d d e n d u m # 1, M a n a g e d P r i n t S e r v i c e s R F P P a g e 1 7

2 Update to RFP Section 4. Request for Proposal (RFP) Project Timeline found on page #8 Based on several requests in the Q&A process, the City is extending the time to submit proposals from Friday, May 26 th to Thursday, June 1 st. The amended timeline and due dates are changed as follows: RFP Posting on Tuesday, May 09, The City will accept written questions to the RFP through 4 p.m. on Monday, May 15, Please send all correspondence to Brenda Merrill (Consultant) at Brenda.Merrill@ecoOfficeWerks.com with a copy to Wilfred Cochico (Purchasing) at WCochico@lakewoodcity.org. All answers will be provided via for all bidders to review by Thursday, May 18, All proposals in response to this RFP are due no later than 2 p.m. PST Thursday, June 01, Evaluation of proposals will be conducted from Friday, June 02, 2017 through Wednesday, June 07, If additional information or discussions are needed with any bidders during this window, the bidder(s) will be notified. Finalist bidders will be notified by Friday, June 09, The top 2 or 3 responders will be invited to schedule a bidder site Presentation and Technology Demonstration for the City selection committee on Thursday, June 15, 2017 allowing for 2 hours each. The selected bidder will be tentatively announced by Tuesday, June 27, 2017 (subject to City Council approval) Implementation is expected to take place during the month of July 2017 with a goal for completion prior to August 01, Q&A Responses. All City answers are indicated in blue text. 1. For Desktop MFPs and printers (Categories 4 and below) Does the City wish to remain with their respective manufacturers or would they be open to standardizing the fleet with one brand such as Lexmark, HP, etc. Is there a preference on which manufacturer to use based on prior experience? Answer: The city has no preference on Manufacturer 2. Does the city wish to require authentication at the MFP prior to copying or printing? Answer: Not at this time. 3. Does the city wish to track copies and print by individual users or departments? Answer: Not at this time. 4. Does the city wish to bill back by department or individuals? Answer: Not at this time. 5. Does the city wish to require authorized print release or follow me print capabilities for MFPs, Printers or both? Answer: Not at this time A d d e n d u m # 1, M a n a g e d P r i n t S e r v i c e s R F P P a g e 2 7

3 6. Does the city wish to control or limit color copies/prints by departments or individuals? Answer: Not at this time other than having print drivers default to black and white printing. 7. The category 1-3 requires 4 Paper Trays but is there a minimum on Paper Capacity? Like 2,000 sheet minimum or 3,000 etc? Answer: At minimum 4 paper trays with 500 sheet capacity so a minimum of 2, One page 5: Professional Services and Lease Termination Cost- it states that the vendor shall cover the remaining terms of the leased devices as well as the consultant professional services fees. Does the City know how much the consultant professional service fees are? Answer: The $15,000 optional rebate to cover these costs is already inclusive of the lease termination and consultant professional services fee. 9. The RFP stated that the leases end in early 2018, can the City provide a month for each of the lease end terms? Answer: The City has already provided all of this detail in excel document Attachment #1 Detailed Analysis with Bidder Solution Pricing Form See notes column for each device under detailed analysis sheets. 10. Can the vendor provide different options in their RFP response? Answer: All bidders must first complete the proposal and response as requested to be scored for a potential finalist selection. At that time, we will potentially entertain additional options from the finalists. 11. Is the Print Optimization survey including all of the devices in the bid or just a select few? If a select few, can the City inform the vendors on which devices the survey was completed? Answer: The survey was not device specific and went out to all City staff. Staff responded based on workflow in their specific area. 12. Which devices are currently networked? Answer: The City has already provided all of this detail in excel document Attachment #1 Detailed Analysis with Bidder Solution Pricing Form If no IP address is indicated there is a note if the printer is locally attached. 13. If none of the devices are networked, does the City plan to network the devices? Answer: See answer #12. Some devices will remain locally attached. Please ensure you have read and responded to the question regarding local printers found on page #6 of the RFP, Proposed Solution Requirements, A. Background A d d e n d u m # 1, M a n a g e d P r i n t S e r v i c e s R F P P a g e 3 7

4 14. Does the City currently have any solutions involved with their copiers/printers (ex: Equitrac, Papercut, etc). If so, what is the City s solution service? Answer: No 15. On page 2: City of Lakewood current state analysis summary- is the average cost per page both black and white and color combined? Answer: This table is an image of the summary sheet found in Attachment #1 Detailed Analysis with Bidder Solution Pricing Form We provided this document in excel to give bidders transparent insight into the consultants current state analysis and calculations. You can see the formula for this calculation in the Excel document. 16. On page 7: m- Is the web based online reporting and tracking system a requirement for this RFP? Answer: At minimum a tool such as FM Audit or similar with access available to the client. 17. On page 7: m- What if the vendor cannot comply with the web based online reporting and tracking system resource? Answer: At minimum a tool such as FM Audit or similar with access available to the client. 18. Is the city willing to accept equal to the speed minimums or do they have to be over? Answer: Equal to the speed is sufficient. 19. Can Category #4 have an external finisher? Answer: Many of Category 4 Devices are on counters and space will not accommodate an external finisher. We will accept at minimum an external stapler without finishing capability. If your proposed device for this category does not offer either, please state so in your proposal. 20. For all the desktop MFP and printers. Are there any minimum speed requirements? Answer: Yes, category requires 40 pages per minute speed. Desktop printers give an example HP Model to compare speeds and specs to meet the (or Similar) requirement. 21. How many moves of equipment can we expect per year? Answer: We don t anticipate any moves and have done very few the last 5 years. 22. Is the city willing to accept Compatible OEM supplies for their printers? If so the Exhibit A regarding terms and conditions states only OEM on page #1 under supplies. Answer: Page #1 states, (OEM supplies unless otherwise stated in this document). On Page #4, letter k) sates, (OEM or certified compatible parts and supplies are A d d e n d u m # 1, M a n a g e d P r i n t S e r v i c e s R F P P a g e 4 7

5 acceptable). Please state in your proposal whether your cost per page for HP s or similar printers includes OEM or Compatible toner and if Compatible, which brand will be provided. 23. Due to the holiday, and to provide City of Lakewood with a comprehensive response that considers all of your valued feedback, we respectfully request a one week extension to be due on June 2nd. Answer: Proposal due date has been extended to June 1 st at 2pm. 24. Page 5/10 Professional Services and Lease Termination Costs Please confirm and clarify if and where you want us to include these requested reimbursed costs at as a separate line item or an included costs with your new pricing? Answer: Please show this as a separate line item if it is being offered, but insure it is included in your total monthly and annual pricing transferred to the 5 Year Cost Proposal Forms. 25. Page 7/10 Section D Convenience Copying and Multifunction Printer Requirements Item C Please clarify if the requirement for scan to fax is over analog lines or digital lines? If Digital, do you have a fax server, if so, please state the brand you are using. Answer: This refers to Analog fax line only. Please insure all MFP s are capable of attaching to an analog fax line. We understand this is an option on some devices, but to create an apples to apples comparison for this stage of the process include them on all device. 26. Attachment 3 can you clarify the increase and decrease fluctuations in volumes in the different years? Answer: This allows us to measure the cost differences in some proposals that have an annual increase or fluctuation in cost per page based on volumes. If your cost per page will not escalate or fluctuate, each sheet should be calculated using the projected volumes for that year. This is strictly for proposal comparison purposed as stated on each page of the Cost Proposal Forms. 27. Please clarify which documents need to be signed in order to formerly submit our offer. Answer: There are no specific documents requiring a signature. A cover letter with signature will be sufficient. 28. RFP Page 4; states The City has proved a copy of the proposed City of Lakewood Services Agreement with terms and conditions. Please confirm if this statement refers to Attachment 4, Exhibits A and B, or please supply the Agreement. Answer: This statement does refer to Attachment 4, Exhibits A and B A d d e n d u m # 1, M a n a g e d P r i n t S e r v i c e s R F P P a g e 5 7

6 29. RFP, Page 5; describes a $15,000 lease termination cost along with consultant professional service fees. Is the $15,000 all inclusive, or are the service fees considered separate? If separate, what are those costs? Answer: The optional $15,000 rebate is inclusive of all stated costs in this section. 30. RFP, page 6, Exhibit A, Page 4, 2.1 (k); what is the process for certified compatible approved parts and supplies? Answer: Please see the answer to question #22. No other process is required. 31. RFP, page 7, B (l) Paragraph states that contracted vendor have a 24-hour toll free phone or website support, and Exhibit A, 2.1 (q) states that contract vendor shall have a 24-hour toll free phone support. Please clarify the expectation of the City. Answer: Requirement is a live contact at a toll free support line Monday through Friday, during business hours and the ability to use on-line tech support or troubleshooting 24 hours. If your firm also offers 24 hour live support, please indicate so in your proposal but it is not a requirement. 32. RFP, page 7, B (l); Regarding 24-hour toll free phone support, please describe what the City expects of this function. Answer: See answer to question # RFP, Page 7, D (b); Please define what you mean by "print around functionality". Is this referring to job skip? Answer: Yes, this is similar to job skip. Example: If a print job is sent to the machine and the paper size is not available, this will not stop all other print jobs from printing. 34. Exhibit A, Page 4, 2.1 (p); please define what constitutes an emergency service request. Answer: An error or failure of the machine that stops all other functions from operating and cannot be resolved by phone support. 35. Background Table 4; tabletop MFPs not requiring 11x17; Minimum specs ask for 2 paper trays; is this one bypass tray and one internal tray? Answer: One full tray and one bypass is acceptable as long as the paper tray holds a full 500 sheet ream of paper. If the paper tray is less than 500, please include 2 full paper trays. 36. Background Table 4; tabletop MFPs not requiring 11x17; Minimum specs ask for (stand optional); please define what you mean by stand optional. Answer: The device you propose needs to have the ability to add a stand as an option at a later date. Do not include stands at this pricing stage. There are a few locations that will need a stand and will be added prior to the final vendor solution being implemented. 37. Attachment 4, Q8; talks about potential enhancements - would the City like to see pricing or inclusion of these options. Answer: Only include pricing for specific requirements outlined. You may include a narrative regarding any potential A d d e n d u m # 1, M a n a g e d P r i n t S e r v i c e s R F P P a g e 6 7

7 enhancements in your proposal with a detail of the value they could bring to the City for this project. Any potential enhancements or updates to pricing will be discussed with the finalists prior to presentation. 38. General; What is your anticipated flex/ any estimated number of units that would be flexed over the course of the contract. Answer: We are not asking for a flex contract. We are asking for a cash price with a separate usage only billable services contract. The City will consider using the selected vendor lease or an internal 3 rd party lease source based on the proposed cash price. 39. General; Are all of the desktop printers currently networked? If no, how many are not networked. For these, please describe the time table for them to be networked? Answer: See answer #12. Some devices will remain locally attached. 40. General; Will all of the Q&A be shared with all vendors? Answer: Yes 41. General; To help further clarify information received in the Q&A, may vendors have a second round of Q&A? Answer: No, the timeline does not allow for a second round of Q&A. 42. General; Due to the extensive nature of the RFP and too fully incorporate all of the information received from the Q&A, may we have an extension of 1 week, moving the due date of the RFP to June 2nd? Answer: Due date has been extended to June 1 st at 2pm. 43. Can we request an extension of 1 week? Answer: Due date has been extended to June 1 st at 2pm. 44. Are we permitted to do a walk through the sites? Answer: There is no need for a walkthrough as our contracted consultant firm Eco Office Werks has completed an extensive analysis including walking through each site, reviewing current contracts and costs along with end user interviews. We have provided to you the details of the consultant s analysis, reports and observations in Attachment #1 Detailed Analysis with Bidder Solution Form excel document, Device Floor Plan Mapping PDF and the results of the end user survey in Attachment #2 Lakewood Print Optimization Survey Results 45. Price Per Impression? Answer: We do not understand what this question is referring to A d d e n d u m # 1, M a n a g e d P r i n t S e r v i c e s R F P P a g e 7 7