25_019 RFP MULTIFUNCTION COPIER Q _ A.docx

25-019 Multifunction Copiers Question & Answers

The RFP states a minimum requirement of 75 cpm (ppm) for Black Copiers, and for black/white on Color Copiers, would the School Board accept Copiers with a speed of 70 cpm (ppm)?

No, our minimum requirement are 75 cpm.

Section 2.0 Can you confirm that this purchase will be a cash transaction rather than a lease agreement?

Yes, this will be a purchase agreement, NO leases.

Print Management Software (PrintLogic / Vasion) Section 2.1.17 Does the district currently have Vasion Print/PrinterLogic licenses? Yes If not, are you open to recommendations for a print management solution that meets your needs? No need for additional management solutions.

Data Security Section 2.2.27 What level of assistance is expected regarding data deletion? Wiping the hard drives Based on our experience, the most reliable way to ensure complete data security is physical hard drive removal. Would the district prefer this approach? No Equipment Relocation Section 2.3.2 How many copiers does the district typically move between locations annually (excluding moves within the same school or department)? Only moves have been with renovations of the schools, in 4 years about 4 or 5 copiers.

Fleet Deployment ▪ Will the fleet replacement occur all at once, or will it be a phased rollout? All at once, we will put the po’s in all at one time and we will work with the vendor for a schedule for delivery per location.

Does HCSD have a preference of the desired contract to use for Purchase and Service? There are references to State of Georgia contract within the bid. Would HCSD like to utilize the Georgia State Contract (DOAS) terms and conditions for this response. Yes, we use State of Georgia contract.

Does HCSD have current HDD erasure / end of lease built into existing service agreements for end of term? Yes

Does HCSD need support in project managing current vendor for data deletion or HDD Surrender/removal? Yes, may need support in wiping hard drives.

2.1.27 Vendor must assist HCSD employees in deleting all data from copiers being replaced.

How many Booklet Finishers/Staplers are currently in deployment on both segments?

2.1.23 Optional: booklet finisher/stapler. 75%

2.2.23 Optional: booklet finisher/stapler. ALL

How many Post Sheet Inserters are currently in deployment on both segments?

2.1.6 Optional: post sheet inserter. 25

2.2.6 Optional: post sheet inserter. 10

Question: The print speeds can vary by 5-10 pages per minute in high volume systems between copier manufacturer to manufacturer. For example, for our color unit we would bid prints at a speed of 65 cpm color/65 cpm black and white however per the bid the spec needed is 60 cpm color/75 cpm black and white. Are the request speeds set in stone or will there be some wiggle room on the speeds? Listed are our minimum requirements.

Citation section 2.2.1 Question: On the larger copier request that can handle 3,000,000 copies per year. Are you looking for a black and white copier or color copier or both that can handle 3,000,000 copies per year? Both should be able to meet the minimum requirements.

Citation section 2.0 Can we create a right-sized fit solution based on monthly copy/print volume that will save your system money? No, we have listed our minimum requirements listed.

Will we have access to the schematic or mapping of each school showing the locations? No, we do not provide school schematics, most copier are place in the front office, work room and media center Will you share the manufacturer and model of the existing equipment? Toshiba Would you like a quote on a secure fax service? No Will there be a warehouse with a loading dock and room for a staging area of equipment? No

Please confirm if the larger unit that is mentioned on Page 3, Section 2.0 Mandatory Minimum Requirements is requested in addition to those outlined in Section 2.1 Black Digital Copiers and 2.2. Color Copier Yes, we have 5 large graphics copiers Could you please confirm whether the 3,000,000 copies mentioned on Page 3, Section 2.0 Mandatory Minimum Requirements refer to black-and-white copies, color copies, or both? We would like a quote for both Can you confirm the number of larger units to be included? This is an optional we have 5 in service now What feeding, finishing, and operability features are required for the referenced "larger unit" (e.g., number of feeders, output size requirements, inline booklet-making, stapling, minimum speed requirements)? Please feel free to include any additional capabilities that would be critical in your decision-making process. Booklet finisher, stapling, hole punch, post sheet inserter.

Will this larger unit be located in a walk-up environment or a closed-off, staff-managed production center? Yes, walk up environment Is there an existing Centralized Production Center in place and operational. If not, is the plan to create one. No plans for one