25-07-RFI_-_City_of_Sebastian_Managed_Print_Services_Addendum_1.pdf
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- Attached to
- City of Sebastian Managed Print Services
- Solicitation number
- 25-07-RFI
- Issued by
- Indian River County, Florida
About this file
Addendum No. 1 for the City of Sebastian's Managed Print Services Request for Information (RFI) was issued by the Finance Department's Procurement Division on November 20, 2024. The document seeks information from firms capable of providing managed print services, specifically requesting details about cooperative or piggyback agreements, comparable printing machines, and unique service capabilities. The RFI is primarily focused on gathering comprehensive information about potential print service providers, with no minimum requirements for paper trays, print speeds, or specific machine configurations.
The addendum emphasizes that this is an information-gathering exercise, not a pricing request, and includes three months of invoices (August, September, and October 2024) to provide context about current print volumes. The city is particularly interested in understanding vendors' cooperative contract options, technical specifications of proposed machines, and distinctive features such as automated toner usage monitoring. Respondents are encouraged to provide detailed information about their lease terms, machine capabilities, and potential service differentiators, with the ultimate goal of evaluating potential managed print service solutions for the City of Sebastian.
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Text version
Finance Department
Procurement Division
1225 Main Street
Sebastian, FL 32958
(772) 388-8231
25-07-RFI – Addendum 1 Page 1 of 3
ADDENDUM NO. 1
November 20, 2024
25-07-RFI
City of Sebastian Managed Print Services
SECTION I: CLARIFICATIONS
• Reiterating this is a Request for Information. Pricing is not requested at this time.
• The City requests information from Firms that can provide managed print services.
• We are looking for the following information:
o Do you have a current cooperative or piggyback agreement the City can use? We are only accepting responses from companies that have agreements we can piggyback.
▪ Please include the contracting agency, contract number, and title in your response.
o Based on the machines we currently have, provide information on comparable machines from the MFG of your choice. Please include the technical specs on all proposed machines.
o All printers and copiers can handle basic tasks, but what sets your machines or service apart from other manufacturers or dealers?
▪ For instance, does your system interface provide our IT department with toner usage for all machines and alert us via email or other communication methods once the toner is below a set threshold?
SECTION II: QUESTIONS
1. Question 1: Can you kindly provide 3-month / 12-month volume usage for each device separately?
Answer: We do not have this information readily available. However, I have provided the invoices from August 2024, September 2024, and October 2024.
2. Question 2: Do you have a preferred lease term that I should use for the RFI response?
Answer: We do not. Please provide information on the lease terms you currently offer.
3. Question 3: Section 5.1.2.1 of the RFP states what all copiers must have and lists the necessary functions. We would like to ask:
a. What are the minimum paper trays that each copier requires?
Answer: There is no minimum. This is an RFI. We are requesting information on the machines you provide and their capabilities.
b. What print speed should your new copiers be (35 pages per minute (ppm), 45 ppm, etc.)?
Answer: There is no minimum. This is an RFI. We are requesting information on the machines you provide and their capabilities.
1225 Main Street
Sebastian, FL 32958
25-07-RFI – Addendum 1 Page 2 of 3
c. Section 5.1.2.1states that all copiers should staple and 3-hole punch. Do you need booklet finishing capabilities on any of the machines (booklet finishing staples on the spine of the document, so the finished result looks like a magazine), or should it just corner and side staples?
Answer: This is an RFI. We are requesting information on the machines you provide and their capabilities.
d. What lease term should we quote when we submit our bid through vendor link (examples are 39, 48, 63 months etc., or do you have another length of payment term in mind)?
Answer: As stated in the solicitation document, this is an RFI. Please provide information on the lease terms you currently offer.
e. Is it possible to provide average monthly volumes per printer and copier being replaced, to further help with your overall pricing? The more prints you make a month, the less your cost will be regarding service. We want to make certain we are offering you the best pricing available.
Answer: We do not have this information readily available. However, I have provided the invoices from August 2024, September 2024, and October 2024.
4. Question 4: Section 5.1.2.2 of the RFP states what all MFDs must have and lists the necessary functions. One of these is color printing, however, some of your current desktop MFDs do not have color printing capabilities, especially the (5) Konica Minolta BizHub 4422’s that you have. Should all MFD’s be quoted as having color printing capabilities or just some of them.
Answer: As stated in the solicitation document, this is an RFI. We are requesting information on the machines you have available for our review. Please provide information on the lease terms you currently offer.
SECTION III: REVISIONS TO THE SCOPE OF WORK
• N/A
SECTION IV: ATTACHMENTS
• August 2024 Bills
• September 2024 Bills
• October 2024 Bills
Sincerely, Jessica Graham, CPPB
Procurement/Contracts Manager
1225 Main Street
Sebastian, FL 32958
25-07-RFI – Addendum 1 Page 3 of 3
Acknowledgment of Addendum No. 1 by Contractor
The Respondent hereby acknowledges receipt of the following Addendum:
This addendum shall be completed and signed by an authorized representative and returned with the solicitation submittal. The Acknowledgment of the addendum receipt will become an integral part of the solicitation document. Acknowledging receipt of this Addendum, the undersigned understands and accepts the foregoing solicitation changes and clarifications.
All other bid terms, conditions, and specifications as originally issued remain unchanged
Printed Name Signature
Title Date
| 2024-11-20T14:06:20-0500 | |
| Jessica Graham |
File details come from the government source that posted it. Updated .