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HomeMy WebLinkAboutRFP - 7668 MANAGED PRINT SERVICESAddendum 1 – 7668 Managed Print ServicesPage 1 of 6 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7668: Managed Print Services for City of Fort Collins OPENING DATE: 3:00 PM (Our Clock) August 8, 2014 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contactEd Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 7668 Managed Print ServicesPage 2 of 6 1) From whom do you currently buy your HP print hardware? Answer: Lewan Fort Collins office. 2) On Appendix C, the “Total Pages” column, is this an annual total or some other measurement? Answer: This is a one-month total from May 1-May 31, 2014. 3) On page 25 of the HP 2009 assessment it states that the City had 979 printer/MFP devices. The device list in Appendix C has only 250. Does the list in Appendix C represent the entire City networked fleet currently? If not, please provide a complete list of all networked devices and annual page volumes to be placed under management. Please also include lease expiration dates by device and indicate which devices are owned. Answer: Since 2009, the City has conducted a large-scale reduction in desktop and very small printers, moving toward a networked model using more workgroup sized printers and phasing out as many desktop (non-networked) printers as possible. One of the reasons we are including a request for the vendor to do a survey/assessment is because some of the equipment we have in inventory may be is out of date. At this time there is no consolidated and complete listing of all networked printers. 4) Please provide a list of your non-networked devices with annual page volumes so that we can determine future potential scope. Answer: Unknown. This is why Phase 1 for the selected vendor is a no-charge assessment to bring the state of the environment current. Reducing the number of desktop/non-networked printers is an ongoing process. 5) Are your non-networked devices all owned? Answer: Yes; as far as we know. 6) On Page 5 of the RFP, it states that “proposers must submit an option for all new multifunction devices installed in the City to use a security printing function that will allow employees to have a secure print option.” Does the City desire to have the devices secure print capable or does the City want vendors to provide a secure print solution/software? Answer: We need to have the printers be secure-print capable. We are not looking to implement a large-scale solution, just enable users to print to their choice of printers securely when they are printing sensitive information. 7) Is the City currently using a secure print solution? Answer: No. Addendum 1 – 7668 Managed Print ServicesPage 3 of 6 8) On device removal, is the City requesting that vendors remove only our own leased hardware at the end of lease, or is the City requesting that vendors remove another manufacturer’s devices at our cost? Answer: The City is not requesting the vendor to remove existing leased equipment owned by a third party. The City will work directly with the original firm to remove such equipment. All other equipment including new leases or purchased equipment will be the responsibility of the selected vendor. We will require an efficient and repeatable process for destruction of data stored on the devices. 9) Will the City provide your current cost data so that we may provide a cost-savings analysis as part of our proposal? Answer: To the extent that we know it. 10) On the pricing Excel sheet, does the City want vendors to recommend replacements for specific devices? Should those recommendations be based off the list in Appendix C? If so, please provide whether the devices in Appendix C are leased or owned and lease expiration dates. Answer: On the RFP Pricing Sheet: In Appendix B, you have a list of our top 9 copier models currently deployed in the City. List the models you have that correspond to those 9, and fill in the requested information accordingly. For Description; list what comes on the base model. Below it, list what Accessories/Options are available and what the additional cost is, if any. Bear in mind that the final configurations and costs for the Master Agreement will be finalized after the Phase 1 Assessment and the Phase 2 Final Report have been completed by the awarded vendor (i.e., these are preliminary costs for head-to-head comparison of the submitted written proposals). 11) Removal of equipment and Hard Drive Removal: a. Is this for new contract Term? Answer: Yes. 12) Upgrade/Downgrade Provision: a. How many systems did the City remove/downgraded in last 5 years, before end of term? b. Does this provision also include Printers? Answer: Currently, the City has worked with a number of different copier vendors. I am not aware of any instances where the City has downgraded a machine in the last 10 years, but City IT has removed a large number of smaller desktop printers. There are a few instances in which a leased unit has been upgraded to a faster model as print volume increased, before the end of the lease term. As far as Upgrade or Downgrade of Printers; bear in mind that in most cases the City intends to replace owned printers with more efficient devices (usually an MFD in a central location). Over time we expect to see a Net Reduction in the overall number of Print Devices; as opposed to a one-to-one replacement. 13) 99% Up-Time Provision: Does this apply to HP Printers as well? a. If a system has (3) Service Calls in a Qtr. Will these units be deemed non-working and tagged for replacement? Addendum 1 – 7668 Managed Print ServicesPage 4 of 6 Answer: The 99% uptime goal is for new units purchased or leased from the awarded vendor. As the new deployments are phased in, the intent is to phase out inefficient machines that we own or are at the end of their lease. The City does not currently have a policy regarding thresholds for deeming equipment non-working. 14) Is Appendix B & C the most current list of Assets? a. How current is this list? Answer: Appendix B is dated 4/14/2014. Appendix C is dated 5/1-5/31/2014. Yes; these are the most current data we have. 15) How many total locations are these assets located in? Answer: They are located in City facilities all over Fort Collins. These can range from: Streets facility, 625 Ninth Street to the north. Transfort facility, 6570 Portner Road to the south. Water Treatment Facility, 4316 LaPorte Avenue to the west. Water Reclamation Facility, 3036 Environmental Drive to the east. 16) For the pricing of the MFD for Low, Medium and High volume machines categories: a. What is the system configuration you are looking for on this initial Pricing? i. (i.e. Total paper trays, finishing options, printing options for PCL/Postscript, etc.) Device configuration will depend on the customer requirement at the particular location where the printer will be placed. City IT is very interested in using Universal drivers wherever possible to reduce complexity. b. Do you have current volumes on each of the existing MFD? Available volume date is included in Appendix C. c. You mentioned Print, copy, Scan and Fax (for networked and no networked devices?) 1. Are you wanting replacement Standalone Faxes (non networked devices?) 2. Do you want the fax option listed separate or on every MFD. 3. Do you have a Fax server (i.e. RightFax) 4. Would You entertain advanced faxing solutions, such as a fax server, reducing the costs associated with analog fax lines and fax boards on equipment. Answer: a. See response to #10. b. No. That data probably only exists for the units listed in Appendix C. c. 1. Stand-alone fax machines are not part of this request 2. The fax option will not always be required so please list it as a separate option 3. Yes, we have a RightFax server, currently running v 9.4, upgrading soon to v10.6. 4. We already have such a solution. 17) Service: a. Single Maintenance agreement, Do you want single cost per copy by device, (category)? Addendum 1 – 7668 Managed Print ServicesPage 5 of 6 Answer: Every new unit that comes online under the new agreement, whether it is Leased or Purchased outright, will have a print charge for B/W and Color prints. The awarded vendor will supply all consumable supplies and maintenance at that cost (including Paper, should that option be proposed and awarded). So Yes; every unit proposed will have this cost, plus how many prints per month are included at no cost (i.e., first 10,000 at no cost; then cost per print for 10,001 and up, etc.). 18) On page 10 of 26, section 1c, please define “recommended choice for low, medium and high volume machine categories”? Do you want a specific copy per minute or segment 1-6? Also, what standard configuration would you like to see or mainframe only? Answer: See response to #10. 19) Many devices come with a hard drive overwrite kit that will erase all date from the machines hard drive without having to remove and destroy it. Will this be acceptable? a. Answer: Because not all devices have this, part of our longstanding internal disposal process has included the removal and destruction of the drive. If the vendor would like to propose a solution that will work across all models, we are open to it, but with over 400 network printers, we don’t want to develop multiple processes. 20) Similar to appendix B, can you provide fleet summary of single-function / desktop printers? Answer: No. See response to #4. 21) Appendix C shows that the City has approximately 139 networked single-function / desktop printers? How many additional networked and non-networked printers do you estimate that the City has deployed? Any estimates for print volumes on these devices? Answer: No. See response to #3. 22) Is the City’s goal to allow, offer, or require Secure Printing to the various devices? The RFP requests cost-per-copy to include an option for including paper. How will the City monitor the use of paper for the specified devices? Answer: City IT does not monitor paper use because printer paper can be used for many different things. Our primary goal with Secure Printing is allowing a user to print sensitive information to a networked printer (i.e. select the secure option when they print, walk over to the printer and enter the code before the secured job starts printing). City IT does not monitor paper consumption, and re-orders of paper are generally done by individual departments. There would be value to monitoring other consumables like toner and page print volume, which would be part of a more managed solution from the vendor covered in the cost-per-copy. Addendum 1 – 7668 Managed Print ServicesPage 6 of 6 23) Under General Conditions, you request that the chosen vendor will remove the hard drive and return it to the IT Department. Would the City consider a service that guarantees overwrite, and takes the liability off of the City, if it came in at a substantially lower cost? a. Answer: City IT would consider options if they are to apply universally and each data- destruction is accompanied by the proper documentation. 24) How did you arrive at the 99% uptime as a requirement? What is the current uptime? Answer: Where we have our newer copiers and MFDs, our current downtime is minimal, but we don’t currently have methods in place to measure it. 25) Under Service, in the event of three service calls in a quarter to any one machine the vendor must provide a detailed review of the problem. Can the resolution be altered to read if the machine reaches the same limit of three calls in one quarter a second time after plan is submitted, the device must be replaced? Answer: If the selected vendor places a new unit in the City that is experiencing that level of problems; it is the City’s view that is not supportive of our goal to reach “uptime should be no less than 99% per quarter”. The City would expect the vendor to replace the equipment at no cost to the City. 26) For the desktop type machines (HP specifically), would the City consider compatible parts/toner being used if the equipment in question is under contract and being serviced and repaired by the Vendor? a. Answer: The City prefers to use only OEM supplies. 27) What was accomplished after the City received the assessment objectives in 2009? Answer: The City did not initiate a formal program and implement the recommendations from the 2009 analysis. 28) Three of the stated goals were: Decrease device ratio, Get rid of inkjets, and Implement a workflow solution. Those goals are still state on this RFP. Has any progress been made on achieving those goals? If so, can you please describe why they have not been achieved? Answer: See response to #27.