191T7026Q0008 - Questions and Answers.pdf

191T7026Q0008

Photocopier Rental, Rome, Italy

QUESTIONS AND ANSWERS

QUESTION # 1

With reference to the technical specifications under Group 1 (BW), we kindly request clarification regarding the requirement for a “10 bin sorter capacity.” In particular, we kindly request confirmation as to whether, in the absence of this accessory, solutions based on offset stacking functionality may be proposed as an alternative to the physical multi-bin system. Offset stacking is a feature that enables automatic separation of print/copy jobs by shifting the output sets, allowing a clear distinction between documents without the need for dedicated physical bins.

ANSWER # 1

Yes, offset stacking can be considered acceptable for copiers under Group 1 and 3.

QUESTION # 2

With reference to the categories identified as Group 2, Group 3, and Group 4, we kindly request confirmation as to whether, as an alternative to the required 10-bin sorter, a 7-bin sorter may be considered compliant, or alternatively whether solutions based on offset stacking functionality may also be considered acceptable for these categories of machines.

ANSWER # 2

Yes, 7 -bin sorter can be considered compliant.

QUESTION # 3

Could you please confirm that stapling of documents is not required?

ANSWER # 3

Confirmed, it is not.

QUESTION # 4

With reference to Attachment 3, we have noted that for Groups 3 and 4 (color machines), the column relating to color pages is not included. The table requires the indication of 1,000 pages without distinguishing between black-and-white and color copies. May we consider them as black-and-white pages and quote color overages separately in the offer?

ANSWER # 4

Please consider for the color copiers as all the copies are in color.

QUESTION # 5

Under point V on page 11 of the RFQ, a two-month stock of consumables is required for the machines to be installed. If we provide this stock exclusively for the Palermo site and guarantee delivery within a maximum of two days from the toner order for the remaining sites (Rome, Milan, Naples, La Spezia, and Genoa), would it be possible to waive the above-mentioned stock at your warehouse designated by the COR?

ANSWER # 5

We need to grant operativity. Please submit your offer in strict accordance with the specifications outlined the Request for Quotation (RFQ) and its attachments.

QUESTION # 6

Our technical support service is based on a cost-per-copy contract that includes toner, spare parts, and on-site technical interventions, through the payment of a fixed fee per page produced (copied, in your case), referred to as the cost per page.

The cost per page differs between black-and-white pages and color pages, as recorded by the machine through the so-called “Status Report.”

Could you kindly confirm whether the Embassy accepts this type of service management?

ANSWER # 6

The contract requires a firm fixed price charge which shall include rental and maintenance.

Please refer to Section 1 of the Request for Quotation (RFQ) and its attachments for additional details.

QUESTION # 7

Should the offer we will submit, indicating the unit price for each type of machine, include 1,000 pages per month and specify the cost for each additional copy exceeding this volume?

ANSWER # 7

Please submit your offer in strict accordance with the specifications outlined in Section 1 of the Request for Quotation (RFQ) and its attachments.

QUESTION # 8

Our understanding is that certain existing machines currently in place may not be replaced under the new contract; however, the copies produced by such machines will still be considered for contractual volume commitments.

Could you please confirm whether, in the event of contract award, the Contractor is also required to provide full service and supplies (including maintenance and consumables such as toner) for those existing machines that are not replaced?

ANSWER # 8

The Contractor shall supply and maintain all copier as requested upon award based on the contract requirements and specifications.

QUESTION # 9

For the management of service support for your offices outside the Lazio region, is it sufficient to provide the company registration certificates of the relevant companies, or is it also necessary to include a signed agreement for handling service requests on our behalf?

ANSWER # 9

Please submit your offer in strict accordance with the specifications outlined in Section 3

QUESTION # 10

Must the “Anti-Mafia Self-Declaration” document be prepared in English or in Italian?

ANSWER # 10

All documents prepared by the Contractor shall be submitted in English.

QUESTION # 11

In regard to the subjected RFQ, Section 3 states that: “Evidence that the offeror/quoter operates an established business with a permanent address and telephone listing in all locations listed in Attachment 2: Rome, Milano, Napoli, Palermo, Genova, Venezia, La Spezia”; Our local partner/ subcontractor is located registered only in Rome and together we can support the rental of the said copiers in above listed locations and provide rapid support during the rental period if awarded. -Is having business registration in all listed locations mandatory? Or if we provide a proper working plan to support all those locations while being established only in Rome will have us pass the technical evaluation?

ANSWER # 11

It is mandatory that the offeror operates in each requested location. Please submit your offer in strict accordance with the specifications outlined in Section 3 of the Request for Quotation (RFQ) and its attachments.

QUESTION # 12

On page 39, as required in the RFQ document - 191T7026Q0008, as reported below:

(4) Evidence that the offeror/quoter can provide the necessary personnel, equipment, and financial resources needed to perform the work. Offeror shall provide:

a. Last year report from the Bank of Italy Central Credit Register stating all credit lines and loan facilities, of any nature, granted by Banks to the Company and presently in force.

b. Copy of the last year financial statement/balance sheet and draft budget of the current year.

We kindly ask you:

1. For item a, regarding the credit report from the Bank of Italy, would it be acceptable to provide a self-declaration?

2. For item b, concerning the 2025 financial statements, as they will only be available on April 27, we kindly request authorization to submit the 2024 financial statements with our bid (deadline April 24), and we commit to providing the 2025 financial statements in early May as soon as they become available.

ANSWER # 12

Please submit your offer in strict accordance with the specifications outlined in Section 3

QUESTION # 13

Is A3 a format that needs to be considered?

ANSWER # 13

Yes, A3 format is required. Please see Amendment 0001 to the Request for Quotation (RFQ) and submit a signed copy of it with your offer.