Addendum 1 25_040_073.pdf
PDF 57 KB Posted
- Attached to
- HP Printers for Fayette County Public Schools
- Solicitation number
- PE-65615-NONST-2025-000000076
- Issued by
- Georgia
About this file
This is Addendum 1 to Request for Quote (RFQ) 25-040-073 issued by Fayette County Public Schools for HP printer procurement. The District seeks to establish pricing and availability for specific HP Enterprise/Managed printer models to serve as the basis for future orders by individual schools and departments. No guaranteed quantities are specified; instead, the RFQ provides estimated planning information based on the District's current environment of approximately 1,000 single-function personal devices across over 300 models and 91 Ricoh multifunctional devices generating approximately 1.8 million monthly images. The addendum clarifies that the District will not consider alternative HP models at this time and reserves the right to address replacements or substitutions with the awarded vendor post-award. Responses are due before 9:00 AM Eastern Time on Wednesday, June 18, 2025. The contract term is not specified in this addendum.
The District has indicated a clear preference for the Enterprise model for all printers, which requires managed service agreements and toner, rather than open distribution models requiring self-management. Pricing must be submitted on a per-unit basis with additional service and support costs (including installation and maintenance) listed separately for evaluation. The District requests extended warranty options in 3-year, 4-year, and 5-year terms with no stated preference between onsite or depot service. Currently, the District does not track device usage, consumables, security updates, or warranty service in a centralized manner, though it is in early development stages of implementing Vasion Print management software. Pre-configuration services will be handled in-house by the District, and no district-wide refresh or asset lifecycle strategy currently exists for desktop printers. Management of warranty activation and service claims is shared between the Technology Services Department and individual schools/departments.
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| RFQ Document 25_040_073.pdf |
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HP Printers for Fayette County Public Schools Addendum 1
(RFQ 25-040-073)
1. Confirm the estimated quantities for each HP printer model listed including the print volumes, separated by B&W and color for each.
a. (Per the RFQ, page 7,Section D: Special Terms and Conditions, 17. Quantities) It is the intent of the District to use selected vendor(s) and pricing from this RFQ as a basis for allowing individual schools and departments to place orders for the devices defined.
b. No quantity can be guaranteed or assumed.
c. For potential planning and estimation purposes the following information is provided:
i. 95% of faculty and staff devices are Windows operating systems.
Student devices are ChromeOS. Proposed solutions should be OS environment agnostic.
ii. Single Function/”Desktop” Printers (SFP’s) - The current SFP fleet at the District consists of approximately 1,000 personal devices with over 300 models. Most SFP devices are single user devices (personally owned) and connected via USB to network stations.
iii. Multifunctional Devices (MFD’s) - The current MFD fleet at the District consists of 91 Ricoh devices. The total average monthly volume for these units is approximately 1,800,000 images. The District is not seeking a replacement of the current Ricoh MFD fleet at this time.
2. Under the technical specifications page 5, subsection 9.1, the HP devices are referenced with either an Enterprise or Managed title. This represents a mixture of both Dealer and Open Distribution pricing. The dealer model does not ‘include’ but ‘requires’ a ‘managed’ service agreement and toner. The open distribution models assume that the customer prefers to self-manage and procure supplies separately.
Which option does FCPS prefer?
a. FCPS prefers the Enterprise model for all printers in this RFQ.
3. How and why were the specific HP models listed in the RFQ selected for inclusion, and are these devices intended to replace existing units, expand current capabilities, or fill specific gaps?
a. HP models listed within the RFQ were selected by the Technology Services Department following a review and testing models for function and security.
Ideally, the District intends to move towards a better managed printing platform since there is currently no solution.
4. How does FCPS currently track device usage (e.g., print volumes, toner levels) for personal desktop printers and how are the following aspects currently handled and tracked across FCPS’s printer fleet: consumables (toner, maintenance kits), security updates (e.g. firmware/patches), and break-fix or warranty service fulfillment?
a. The District does not currently track this information but is in the early development and deployment stage of utilizing Vasion Print management software.
HP Printers for Fayette County Public Schools - Addendum 1 - (RFQ 25-040-073) - Page 1 of 2 Responses Due: Before 9:00 AM (ET), Wednesday, June 18, 2025
5. Given FCPS’s preference for a singular HP environment, would the district consider alternative HP Enterprise or Managed models that offer more consistent alignment, and similar or enhanced performance, security, or cost efficiency compared to those listed?
a. The District is only seeking pricing for the models listed in the RFQ and will not consider alternatives at this time. However, the District reserves the right to address potential replacements or substitutions with the awarded respondent.
6. Who within FCPS currently manages HP printer warranty activation, tracking, and service claims—central IT or at the individual school/department level?
a. Both the Technology Services Department and individual schools/departments manage these aspects through various means.
7. Would FCPS require/prefer devices be pre-configured (e.g., naming, IP settings, hardening) prior to delivery?
a. No, the District will handle pre-configuration services in house.
8. Will the models listed in the RFP be enforced for past purchases, or just a go-forward placement strategy?
a. The intent at this time is to use these models moving forward and not enforce or cancel past-purchase devices.
9. Does FCPS maintain a district-wide refresh or asset lifecycle strategy for desktop printers?
a. The District does not maintain a district-wide refresh or asset lifecycle strategy for desktop printers.
10. Regarding the support and maintenance options (7.4), is the district looking for installation for all printers ordered or certain printers/quantities a school orders; and if installation services are needed, what are the expectations or scope the district expects the vendor to do as part of this service?
a. According to the RFQ, page 4, Section B, Item 8-Quote Format: “Additional service and support pricing must be included separately from the per unit cost and will be evaluated as an added alternate.”
b. The District is interested in per unit cost for additional services such as installation and maintenance as defined by the respondent.
11. Regarding the extended warranties, HP offers this in 3-year, 4-year, and 5-year terms. Do you want to see each option or just a 5-year option? Does the district have a preference for onsite or depot service for the warranty?
a. The District would like to consider each option and does not have a preference for onsite or depot service.
HP Printers for Fayette County Public Schools - Addendum 1 - (RFQ 25-040-073) - Page 2 of 2 Responses Due: Before 9:00 AM (ET), Wednesday, June 18, 2025
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