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HomeMy WebLinkAboutRFP - 8349 LOBBY VISITOR MANAGEMENT SYSTEMAddendum 1 – 8349 Lobby Visitor Management Solutions Page 1 of 4 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8349: Lobby Visitor Management Solution OPENING DATE: 3:00 PM (Our Clock) July 28, 2016 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 Exhibit 2 – Revisions to the RFP Document Please contact Pat Johnson, CPPB, Senior Buyer at (970) 221-6816 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 – 8349 Lobby Visitor Management Solutions Page 2 of 4 EXHIBIT 1- QUESTIONS & ANSWERS Q1. How do we want to see group messaging work? A1. Group messaging would be set up in Microsoft Outlook to notify a department group when the customer doesn’t know the individual’s name. This would be used in cases related to key or subject related words. (i.e. Key/subject word: soil amendment would notify the department group who would assist the customer. The department group would communicate who is going to help the customer, via email) Q2. We don’t offer ability to search for a service. In our solution, the visitor needs to know the Fort Collins employee name or their department. Would that work? A2. The Microsoft Outlook group setup also includes the department name. Q3. May companies from Outside USA apply for this? (like from India or Canada) A3. There are no restrictions on where a firm is located. Q4. Would the chosen vendor need to be onsite for meetings? A4. We don’t anticipate the vendor needing to be here for meetings, but would need them available and have capabilities for conference calls and WebEx meetings. The RFP includes installation of the kiosks, so the City would expect someone be on-site at that time. Q5. Can we perform the tasks (related to RFP) outside USA? (like from India or Canada) A5. There are no restrictions on where a firm is located as long as the firm is able to communicate efficiently with the City. Q6. Can we submit the proposals via email? A6. Yes, please review the first page of the RFP document for instructions. Q7. We currently provide reports on visitors who check-in using the software which includes (name, organization, check-in and check-out time, and employee the visitor is checking in with. When a visitor uses the software to call employees we provide reports that include (call time, call duration and employee called). Does that information meet this requirement? A7. The items reported above on who is checked in and out would meet the requirement. Q8. Please provide more detail on this minimum requirement: Receptionist/Administration view showing status of solution and all scheduled appointments. A8. This requirement would allow staff to view real time reporting, appointment status, who is checked in/out, and scheduled arrivals, and any other information that might be useful. Q9. Please provide more detail on this minimum requirement: Back-up email notification. Addendum 1 – 8349 Lobby Visitor Management Solutions Page 3 of 4 A9. If and when the first email contact has not replied, does your solution offer a second email or SMS notification? (i.e. an admin that can be contacted if an employee is away from their desk.) Q10. Appointment synchronization with Outlook is a requirement. Does allowing employees to schedule appointments using Outlook or Gmail meet this requirement or is there another requirement that the word “synchronization” is describing? A10. We would like to have the system automatically schedule the same meeting in your system when the meeting invitation is scheduled in Microsoft Outlook. Q11. What are your payment terms? A11. Net 30 after project is completed and accepted, with correct invoicing. Addendum 1 – 8349 Lobby Visitor Management Solutions Page 4 of 4 EXHIBIT 2 – REVISIONS TO THE RFP DOCUMENT 1. Replace the first paragraph on page 4 with the following. The bolded italicized sentences show the changes. The implementation will include several components and integrations with existing system(s). The successful firm will be able to deliver and implement a solution that will offer key word, topic, and employee name searches. This complete turnkey solution will also include all hardware for two durable kiosks at both locations. The City will be responsible for providing the computer to place at the kiosk. As an option, Contractors may offer an enclosed solution that meets the scope requirements. Either option requires the Contractor to provide maintenance for the units. Kiosk hardware will be on a free-standing kiosk stand in the lobby.