Addendum # 2 Baggage Tag and Boarding Pass Stock ITB # 269-2016-058 To: All Prospective Service Providers Date: February 29, 2016 Subject: Addendum # 2 Baggage Tag and Boarding Pass Stock, ITB # 269-2016-058 Please note the specification changes/modifications below for the ITB. Item # Page # Section # Specification(s) Change(s) Modification(s) Question: What quantities are we pricing (i.e. 3, 6 mo.)? 1 11 2 n/a Answer: Estimated annual quantities as stated in Section 2, Form 4. 2 11 2 n/a 3 3 31 11 4 3 32 14 Question: Are only annual quantities listed? Answer: Yes, estimated annual quantiles listed on Form 4 in Section 2 Question: Will we be storing product in a warehouse? Answer: Yes, Climate Controlled Storage Area. Question: On the bag tags, you request a direct thermal stock. Is this a synthetic material or a paper material? Answer: Either type as long as the product offered allows for thermal printing. Question: Do we have any samples? (or can we get any?) 5 32 3 15 Answer: No, samples will not be provided to vendors of the current we are requesting all bidders provide samples to us for testing purposes. This is a 1
new program and current items in use are not going to be provided. Question: It says labels are on a roll. How many labels/roll is needed? 6 32 3 14 7 n/a n/a n/a 8 32 3 15 Answer: Standard is 200/roll however the Airport will accept other pack/qtys as long as they meet the form, fit, and, function for the VidTronix MAP printer cabinet. Question: What kind of terms for your discount are you looking for, and what level of discount? Answer: The lowest unit price that can be offered on items meeting the specifications of this bid. Question: Can you tell me about your equipment that will be using these items? The manufacturer and model, please. Answer: VidTronix Map Printers per Exhibit A - #15 - Product Standards Question: Can we google the spec data? 9 n/a n/a n/a 10 n/a n/a n/a 11 n/a n/a n/a 12 n/a n/a n/a 13 n/a n/a n/a 14 11 2 n/a Answer: Yes. VidTronix can possibly provide spec data on the MAP printers as well. Question: How will this print program be managed? Answer: The airport has dedicated operations personnel who will manage the equipment and stock for this program. Question: Do you need print management software which we can help you with? Answer: No Question: Do you also have needs for ticket kiosk paper rolls? Answer: No, not at this time. Question: Are any printing services needed on the tags or passes? Answer: No Question: What is the annual volume needed for each product? Answer: See the estimated annual quantities as stated in Section 2, Form 4. 2
Question: How many deliveries of each product do you anticipate annually? 15 31 3 10, 11, 12 16 31 3 10, 11, 12 17 n/a n/a n/a 18 n/a n/a n/a Answer: The Airport anticipates keeping an estimated one-month s stock on hand right now, however cannot fully commit to a delivery schedule based on the nature of program. The Airport cannot provide a history for a specific delivery schedule. Question: Would you ask the supplier to have to maintain a minimum inventory as a security measure for the Airport? Answer: The Airport will not determine vendor inventory requirements for performance of the contract. The vendor is responsible for coming up with a plan to ensure all of the specification and delivery requirements are met. Question: Since this is a new program is there an incumbent vendor? Answer: No Question: These items have been to other airports around the country just not to the Charlotte Douglas International Airport correct? Answer: Yes Question: Do the airlines provide stock currently? Now the airport is going to supply stock for all of the airlines. 19 n/a n/a n/a 20 31 3 10 21 29 3 1 Answer: Yes, the airlines currently provide stock. The items in the bid will be used in the new common use gates with airlines continuing to provide stock for their equipment at their exclusive gates. Question: Are there exceptions to the 7 day delivery requirement such as holidays and weekends? Answer: No. Delivery must be made within 7 days from receipt of order (not business days). Question: What is the minimum quantity of bags tags and boarding passes that would be shipped to the airport during the course of a year? Answer: No minimum or guaranteed quantities are established for this ITB - purchases will be based on actual need in accordance with Specifications. 3
Question: Would you send a PO for a certain amount each time or issue a blanket order for the annual quantity and make monthly or quarterly or some other time frame releases? 22 31 3 8 23 31 3 11 Answer: It is anticipated a purchase order will be issued quarterly to the vendor. Orders will be placed with the account rep for delivery within 7 days and submit an invoice referencing the PO number. This is subject to change based on the needs of the airport. Question: When shipments of the bag tags and /or boarding passes are made to 5601 Wilkinson Blvd, are there any special requirements - 20' truck? Lift Gate? Inside delivery? Is there a dock? Answer: There are no special requirements for delivery of items. All deliveries will be made to the CLT Center loading dock. Question: In order to include freight in the price, as required, how many shipments do you anticipate will be made in a one year time period? i.e. Can you provide a "projected estimate"? 24 31 3 12 Answer: It is anticipated between 12-24 deliveries would be required. The Airport desires to keep approximately a month of stock on hand, however given the nature of the need, Since there is no order and inventory history this will be based on the Airport s needs. Question: Will a test order be required of the awarded vendor? If so for what quantity? 25 32 3 15 Answer: Vendors must provide both a specification sheet and sample of baggage tag and boarding pass stock in the standard unit of measure bid with their bid submission for testing. The quantity should be the standard unit of measure as provided by the vendor i.e. one roll of baggage tags or one box of boarding passes. 4
26 6 1.23 n/a Question: On Item 1.23 Post Award Conference, on page 6, you require a Project Manager and two local phone numbers in the event of an emergency. Does this mean the Project Manager needs to be in Charlotte? Answer: No. Change to read: The Company shall provide a telephone number that may be used to contact the Company s authorized representative in the event of an emergency after normal business hours. Question: Also, this same item mentions providing a written schedule. Can you elaborate on that? 27 6 1.23 n/a Answer: A post award conference may be scheduled with delivery dates and written delivery schedule proposed by the Company discussed at that meeting at the Airport s discretion. Question: Do you intend to award this bid contract to more than one vendor? For example, a primary vendor and a secondary "back-up" vendor? 28 5 1.16 n/a 29 31 3 10 30 n/a n/a n/a Answer: The Airport does not intend to award to a primary and backup vendor, however the Airport reserves the right to award all, none, or any part of the items that is in the best interest of the Airport, with one or more of the Bidders responding, which may be done with or without re-solicitation. Question: Can you confirm that delivery is expected within 7 days of receipt of a PO and "time is of the essence"? Answer: Yes to both. Question: Do any of the Baggage Tag or Boarding Pass have any pre printed items on it or is the printer doing all the imprinting? If there are items preprinted how much advance notice we will have for changes to be implemented. - Answer: Please reference question 13 above. 31 11 2 n/a Question: Do we know what quantity you will be using per month? Please see the estimated annual quantities and stated in Section 2, Form 4. Monthly quantities cannot be provided at this time. 5
Question: What will be expected delivery? 32 31 3 10, 11, 12 Answer: See questions 15 and 24 above. In order to constitute a complete bid response you must acknowledge receipt of this addendum with the Addendum Acknowledgement Form in Section 2 of the ITB in your bid. Any Service Provider not acknowledging receipt of an issued addendum may not be considered. In the event additional changes or clarifications to this ITB are warranted, all Service Providers are responsible for monitoring www.ips.state.nc.us or http://charmeck.org/city/charlotte/airport/aboutclt/pages/adsforbids.aspx for additional addenda. We appreciate your interest in doing business with the City of Charlotte and look forward to receiving a Bid from your company. Sincerely, Josh Matthews Procurement Officer 6