5-ADDENDUM 1-QUESTIONS-ANSWERS.pdf
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- Attached to
- RFI-2604BM Lease of Printers for Print Shop
- Solicitation number
- RFI-2604BM Lease of Printers for Print Shop
- Issued by
- Crisp County, Georgia
About this file
This is an Addendum 1 to a Request for Information (RFI) issued by Gwinnett County Public Schools (GCPS) in Georgia regarding the lease of printers for the school district's print shop. The RFI is informational in nature and does not constitute a formal procurement solicitation or commitment to purchase. Respondents are required to base their responses on the Technical Portion and Questionnaires included in the solicitation materials. GCPS produces approximately 35,000 saddle stitch books yearly on color printers without square spines and an additional 10,000 books yearly on black printers, of which 5,000 have square spines. Service level agreements require vendors to provide on-site response within five business hours of service request receipt and complete equipment repairs within nine business hours of arrival during business hours (8:00 AM - 5:00 PM). If equipment cannot be repaired within five business days, a comparable replacement unit must be provided as a temporary or permanent substitute.
Pricing, lease structure, and maintenance costs are not required as part of the RFI response and may be requested at a later stage during a formal RFP process. Respondents must include the original solicitation, GCPS General Terms and Conditions, and applicable documents with their submissions. Failure to meet the nine-hour repair deadline results in a one percent monthly service credit for each subsequent nine-hour period of downtime. An incumbent vendor currently provides printing equipment to GCPS; additional information regarding the incumbent can be found in RFP-1903BM. Vendors may submit exceptions to the termination for convenience clause, which allows GCPS to terminate the contractual relationship without cause and penalty on 30 days' written notice, a provision that leasing companies have flagged as problematic for lease agreements.
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Text version
Generated on Mar 19, 2026 12:16 PM EDT - Betsy McCurry
Addendum 1
Vendor Questions/Answers
March 19, 2026
Q. The title of this RFI references the “Lease of Printers for Print Shop.” However, after reviewing the documentation, we did not identify a section requesting pricing, lease structure, or maintenance cost information. Could you please clarify whether respondents are expected to include any pricing, lease, or maintenance details as part of the RFI response, or if those elements will be requested at a later stage as part of a formal RFP?
A. Responses should be based on the information that is listed in the Technical Portion and the Questionnaires. Pricing requests may come at a later stage.
Q. Section 15.3 of the RFI indicates that all respondents must include the original solicitation, GCPS General Terms and Conditions, and other applicable documents. Could you please confirm whether the referenced General Terms and Conditions are those contained in the document titled “Department of Purchasing and Property Management General Instructions and Conditions” that was included with the solicitation materials, or if there are additional terms and conditions that respondents should include with their submission?
A. At this point, this is informational. Please refer to the RFI information requested. The documents included are vendor informational as well.
Q. I did not see any mention of an incumbent vendor who currently provides printing equipment.
Is there an incumbent vendor who provides the school district's current printers?
A. You may refer to RFP-1903BM for additional information
Generated on Mar 19, 2026 12:16 PM EDT - Betsy McCurry
Q. In your Service Level Agreement section, Items 12 & 13 reference downtime. How do you define downtime as it relates to your requested stipulations?
A. Downtime is any period where equipment failure stops production. Item #12: Item #12 requires equipment to be repaired within 9 business hours of the vendor's on-site arrival.
Failure to meet this deadline will result in a 1% monthly service credit for every subsequent 9-hour period of downtime. Business hours are defined in item #2 as 8:00 AM – 5:00 PM. Item #4 requires an onsite response time no later than five (5) business hours from the receipt of the service request. Item #13 If the equipment can’t be repaired in 5 business days, then a comparable replacement unit shall be provided. The replacement unit serves as a temporary substitute during repairs, or as a permanent solution if the original item cannot be fixed.
Q. Will you require square back finishing on any/all books? And if so, approximately what percentage of your 35,000 yearly books would require that?
A. We produce approximately 35,000 saddle stitch books yearly on our color printers and none of them have square spines. We produce another 10,000 books yearly on our black printers with 5,000 books having square spines.
Q. We agree on 21.6 Termination for cause. Question 2. 21.0 Termination. Can the "GCPS reserves the right to terminate the contractual relationship with the vendor at any time without cause and penalty on 30 days written notice." This cancellation for convenience makes it impossible for any leasing company to accept a lease.
A. You can put a statement in your response with your exception to that specific clause. We will review at that point.
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