Addendum_1.doc

IFB1 AADA 2015000101 ver 2

Operating Lease for MICR and Cut Sheet Printers Addendum_1

This Addendum modifies the Bid Document(s) for Work only to the extent indicated herein. All other areas not specifically mentioned or affected by this Addendum shall remain in full force. This Addendum shall be added as a part of the Original Bidding Document.

This Addendum is issued for four (4) reasons: (1) to extend the IFB Due Date (2) to respond to vendor questions (3) to modify Scope of Work and Requirements (4) to modify Exhibit B.

(1) Extend the IFB Due Date to December 23, 2014.

(1a) The IFB Due Date on the Invitation for Bid Cover Sheet is deleted in its entirety and replaced with December 23, 2014.

(1b) Section C.4.1 SCHEDULE OF ACTIVITIES 4. Bid Submission Deadline is deleted in its entirety and replaced with the following statement:

C.4.1 SCHEDULE OF ACTIVITIES

4. Bid Submission Deadline

December 23, 2014 (3:00 P.M.)

(2) Responses to Vendor Questions Questions received from Eastman Kodak Company

Question 1

1. Leasing

a. To get the best available interest rate for a bid we usually use a third party leasing company. Are we able to use a third party for leasing this equipment bid?

Answer 1

Bidders may provide the proposed Third Party Lease Agreement for review by the State but the State does not prefer a Third Party Lease Agreement. Refer to Section B.2. METHOD OF BIDDING which states NOTE* All Proposers should finance this Operating Lease. The State does not intend to enter into a separate lease agreement with any other entity. Any Proposers that propose a leasing arrangement between the State and a third party leasing company may be disqualified and removed from award consideration. Bidders may provide the proposed Third Party Lease Agreement for review by the State.

Question 2a

2. Service

a. Will the State of Colorado be committing to a monthly print volume for MICR and other black and white work?

Answer 2a

The State will not commit to a monthly print volume for MICR and other black and white work. Section 1.2 Volumes provides the expected yearly volume for MICR and Cut Sheet Printers. The State expects MICR volumes to decrease over the next several years. Should the vendor’s maintenance plan include a click allowance that allowance shall remain fixed for the duration of the contract.

Question 2b

b. Does the State of Colorado need 24x7 service billed into the maintenance agreement contract or just available when needed?

Answer 2b The State requires the Maintenance Agreement to include 24 x 7 x 365 service as a standard provision. The Maintenance Agreement shall be incorporated into the contract with the State.

Questions received from Ricoh USA

Question 3

I Scope of Work

1.4. Scope of Work:

We feel that allowing the current vendor to offer to remove and refurbish the existing equipment that is at end of life and reinstalling that equipment provides an unfair advantage over non incumbent vendors. We respectfully ask that this section be changed to remove this section that allows use of existing equipment.

Answer 3

The State allows all vendors to propose any new or refurbished as new and unused equipment that meets the stated requirements for the equipment including Section D.1.4 New or Refurbished as New and Unused with the exception of equipment that may currently be located at IDS. To maintain equitable competition Section 1.4 Scope of Work states “...If any bidder currently has any equipment located at IDS and intends to refurbish the equipment for this bid, those units MUST be physically removed from IDS and refurbished at an authorized service center of the bidder…” The State does not believe allowing this creates any unfair advantage to any bidder.

Question 4

1.5 Mandatory Minimum Requirements

A. 16 Clarification Question:

You only ask for a scanning solution. To help us provide a response we need to know the answer to these questions.

Question 4a

Does the scanner only need to be black and white capable or does it need to be color capable also?

Answer 4a

The scanner shall be color and monochrome capable.

Question 4b

What size originals will need to be run through the scanner?

Answer 4b

Originals shall be minimum 5.5 inch width by 6.5 inch height and maximum 11.5 inch width x 17 inch height.

Question 4c

Will the scanner need to have a glass to allow platen scanning?

Answer 4c

The scanner shall have a glass to allow platen scanning.

Question 4d

What is the Estimated Volume per month of scanning?

Answer 4d

An estimated volume per month of scanning is not available.

Question 4e

What amount of originals will the scanner feeder be required to handle at one time?

Answer 4e

The scanner feeder shall be capable of handling a maximum of one hundred (100) sheets at one time.

Question 5

A.17 Clarification Question:

Provide 100% accurate duplex registration

What tolerance will you allow?

Answer 5

The tolerance for duplex registration shall be +/- .5mm.

Question 6

B. 1 Clarification question. 24 x 7 x 365 service requirement and how it should be priced. B 1 states the requirement. C1 states it should be incorporated in Plan requirements. C 5 states the State shall pay no cost for maintenance and repair services other than awarded price. All vendors should price their maintenance plan based on 13 million impressions per year and unlimited 24x7x365 service and not add additional monthly base fees or time and material costs for 24x7x365 service.

Example

1. 24 x7x 365 included in click fee

2. 24 x7x365 could be a monthly fee for unlimited calls plus a click fee for images run

3. 24 x7x365 could be a monthly fee plus a per call charge for each 24x7x365 call in the month.

Please clarify which option you are looking for.

Answer 6

The State is seeking one annual price for maintenance services for all equipment bid that includes all requirements stated in Section C. Maintenance Plan Requirements. The State is not seeking the specific options as listed in the question but allows the vendors to utilize the stated volumes, service requirements and plan requirements to calculate the ANNUAL COST OF MAINTENANCE AGREEMENT to be evaluated for award and established in the contract with the State.

Question 7

Question: What is the State paying Xerox on a monthly or annual basis today? Lease cost? Maintenance Cost? Supply cost?

Answer 7

For the current equipment that is to be replaced by the proposed equipment the State currently pays the following lease costs:

(1) Nuvera 120MX Lease: $2,977.66/mo ea. (X2)

(2) Nuvera 144 Lease: $8,336/mo ea.

The State currently pays the following maintenance costs

(1) Nuvera 144 24x7x365 Maintenance: $515/mo (includes 1,000,000 impressions per month)

(2) Nuvera 120 MX 24x7x365 Maintenance: $515/mo ea. (X2, includes 200,000 impressions per month per machine)

(3) Click Overage monthly allowance – MICR: $.0045/click

(4) Click Over monthly allowance – Toner: .0026/click

Supply costs are not currently available.

Question 8

Question:

In the last 12 months how many after hour (outside of 8AM to 5PM) service calls did you have with your present vendor?

Answer 8

In the previous twelve (12) months, eighty-one (81) after hours service calls have been placed for the current equipment that the requested equipment is intended to replace.

(3) Modifications to Scope of Work and Requirements Modification (3a) Section 1.5 Mandatory Minimum Requirements A. Print Technology Requirements (17) is deleted in its entirety and replaced with the following statement:

A. Print Technology Requirements

(17) Provide 100% accurate duplexed registration for black and white reproduction with a tolerance of +/- .5mm.

Modification (3b) Section 1.5 Mandatory Requirements A. Print Technology Requirements is modified to include the addition of the following statements:

A. Print Technology Requirements

(20) The scanner shall be color and monochrome capable.

(21) The scanner shall be capable of running originals that are a minimum 5.5 inch width by 6.5 inch height and a maximum 11.5 inch width x 17 inch height.

(22) The scanner shall have a glass to allow platen scanning.

(23) The scanner feeder shall be capable of handling a maximum of one hundred (100) sheets.

Modification (3c) Section 1.5 Mandatory Minimum Requirements C. Maintenance Plan Requirements shall be deleted in its entirety and replaced with the following statement:

C. Maintenance Agreement Requirements

(1) The maintenance agreement shall incorporate all service requirements as stated in B. Maintenance Service Requirements.

(2) The vendor shall quote one annual price for the maintenance agreement to be based on the State’s projected impressions as stated in Section 1.2 Volumes.

(3) The annual maintenance agreement price shall be fixed for the term of the agreement.

(4) The maintenance agreement shall include replacement parts and all consumable supplies with the exception of paper and stock, at no additional cost to the State. Consumable supplies shall include but not be limited to toner, photo receptor belts, and rollers at no additional cost to the State.

(5) The State shall pay no cost for maintenance and repair services other than the awarded price for the maintenance agreement.

(6) Should the actual volumes for black and white and MICR printing during the initial term of the contract be less than the estimated volumes stated in Section 1.2 Volumes, the State reserves the right to re-negotiate the annual cost for the maintenance agreement for subsequent term(s).

(4) Modifications to Exhibit B

Modification (4a) Exhibit B (b) and (c) are deleted in their entirety and replaced with the following statements:

(b) The Price Schedule Form shall be submitted with the bid response.

(c) The Price Schedule Form is submitted in accordance with the instructions, scope of work and requirements of the Invitation for Bid.

Modification (4b) PROPERTY: is deleted in its entirety and replaced with the following statement:

PROPERTY:

MICR and Cut Sheet Production Printers which meet all requirements of IFB1 2015000105 ver. 1. During the term of the lease the equipment shall be located at 1001 East 62nd Avenue Denver CO 80216.

Modification (4c) PREPAYMENT OPTION: is deleted in its entirety and replaced with the following statement:

PREPAYMENT OPTION:

This is an operating lease, and as such the State does not require a prepayment option and at the end of the lease the vendor shall take possession of the equipment.

Modification (4d) The statement “Additional charges to be paid by the State on an annual basis during the term of the lease.

(Note- These charges shall remain firm through the entire term of the lease).” is deleted in its entirety.

See Mandatory Signature Section on Following Page

END OF ADDENDUM

This addendum represents a material change and is required to be signed and returned by the bid closing deadline.

The undersigned hereby affirms that:

He/she is has read and understands the information in Addendum 1

By: ____________________________________________________

Manual Signature of Agent Date

Typed/Printed Name of Agent

Title of Agent

Representing

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