Addendum_1.pdf

RFP AADA 2018-295

Provision of Production Inserter and Lease Financing

Addendum_1

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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 Proposal Submission Deadline to July 26, 2018

(2) to respond to vendor inquiries (3) to modify specifications and requirements (4) to replace Appendix B W9, Secretary of State, EFT with the correct document Appendix B - W-9, SOS Registration, EFT Forms.

(1) Extend the Proposal Submission Deadline

(1A) Modify Appendix A, Section 2.0 Schedule Of Activities to extend the Proposal Submission Deadline to July 26, 2018.

Appendix A, SECTION 2.O SCHEDULE OF ACTIVITIES, Proposal Submission Deadline, 7/18/18, 3:00 P.M.

MST/MDT is deleted in its entirety and replaced with the following statement:

SECTION 2.O SCHEDULE OF ACTIVITIES

Proposal Submission Deadline 7/26/18

3:00 P.M. MST/MDT

(1B) Modify Appendix A, Section 2.0 Schedule Of Activities to extend the Vendor Selection (Estimated) and

Notification of Award to August 8, 2018.

Appendix A, SECTION 2.O SCHEDULE OF ACTIVITIES, Vendor Selection (Estimated) and Notification of

Award, 7/20/18 is deleted in its entirety and replaced with the following statement:

SECTION 2.O SCHEDULE OF ACTIVITIES

Vendor Selection (Estimated) and Notification of Award 8/8/18

(2) Vendor Questions and State Responses

Question received from Bowe Systec North America Inc.

Question 1

It appears the file Appendix B W-9, Secretary of State Registration, EFT (1) posted is the same as the Appendix C -

References CEDC Form. Only the file names are different. Can you please post the correct Appendix B?

Answer 1

The correct Appendix B – W9, SOS, EFT Forms has been posted and replaces the previous Appendix B – W-9, Secretary of State Registration, EFT.

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Question received from Xerox Corporation

QUESTION: did you intend to say an average of 7 sheets? The prior version of RFP stated “average of 4 sheets”

On page 9

4.2. MANDATORY REQUIREMENTS FOR INSERTING SYSTEM

4.2.1.4. Proposed inserter shall provide a minimum cycle speed of 9,000 cycles per hour for 9.5 inch x 6 inch envelopes based on an average of seven (7) sheets per set to be inserted into each envelope utilizing the current IDS

20/50 lb paper (see Section 3.4).

The set has been determined to be seven (7) sheets. The original RFP initially stated four (4) sheets, but that statement was updated to seven (7) sheets in the State’s response to Vendor Inquiries.

Seven (7) sheets per set accurately reflects the current average page count per set.

Questions received from Pitney Bowes as posted on VSS

Is it OK to bid more than one configuration with our single response?

The State requires that each Offeror Response be limited to a single proposed model and configuration. Offeror’s may propose different models of equipment or different configurations in separate Offeror Responses but there may be only one model or configuration per Offeror Response.

All Offeror Responses must conform to the requirements of the RFP and be submitted as separate Offeror Responses.

Question 2

How would you like us to price options to the proposed configuration?

Answer 2

The State requires a single price for Offeror’s proposed inserting system and configuration in order to support the determination of leasing costs and total cost for purposes of evaluation.

The requirement that each proposed model and/or configuration be submitted as a separate Offeror Response will allow Offerors to provide price options if they choose and conform to the requirement for a single price for each proposed system.

Question 3

What is the minimum number of insert bins required

Answer 3

The minimum number of insert bins is three (3). Offeror’s may propose inserters with more than the required minimum of three (3) bins at their discretion.

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Question 4

What is the minimum number of chassis divert bins required

Answer 4

The minimum number of chassis divert bins required is one (1) divert bin. Offeror’s may propose inserters with more than the required minimum of one (1) chassis divert bin.

Question 5

What is the minimum number of output bins required

Answer 5

The minimum number of output divert bins required is two (2) divert bins. Offeror’s may propose inserters with more than the minimum two (2) bins.

Question 6

1. Reference : Exhibit A Mode Lease Agreement. Page 11 Letter H. Does the State want us to provide our standard forms for Exhibit D Maintenance Agreement & Exhibit F Equipment Warranty?

Answer 6

Offerors are required to provide their proposed Maintenance Agreement with the Offeror’s Bid Response per RFP

Section 4.11.1.

The State requires that Offerors provide the Manufacturer’s Warranties for the Proposed Inserting System to include software warranties if applicable with the Offeror’s Bid Response per the modification of Section 4.11 stated in

Addendum_1 .

The Offeror’s proposed Maintenance Agreement and the Manufacturer’s Warranties shall not be labeled as Exhibits to the Contract.

Question 7

Reference : Exhibit A Model Lease Agreement. Page 11 Letter H. Does the State provide the Exhibit C Certificate of

Acceptance

Answer 7

The State will provide Exhibit C Certificate of Acceptance.

Question 8

Please confirm that Exhibit A can be redlined.

Answer 8

Exhibit A – Model Capital Lease Agreement may be redlined by Offerors. The State will review Offeror redlines or proposed modifications but is under no obligation to accept proposed Offeror modifications to Exhibit A – Model

Capital Lease Agreement as posted to the VSS site for RFP AADA 2018-0295 in whole or in part.

Offeror’s should note that RFP Section 6.4 Proposal Evaluation Criteria includes Lease Terms and Provisions as a criteria that is applicable to the review of Offeror’s proposals.

(3) Modify Specifications, Requirements, and Attachments

(3A) Section 4.11 INSERTER MAINTENANCE AGREEMENT – MANDATORY REQUIREMENTS has been modified by the addition of subsection 4.11.4 as stated below:

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4.11 INSERTER MAINTENANCE AGREEMENT – MANDATORY

4.11.4 Offeror’s shall provide the Manufacturer’s Warranties for the proposed inserting system with the

Offeror’s Bid Response.

(4) Replace Appendix B W-9, Secretary of State Registration, EFT with the correct form Appendix B – W-9, SOS Registration, EFT Forms.

Appendix B W-9, Secretary of State Registration, EFT has been removed from the VSS site and replaced with the correct form titled Appendix B – W-9, SOS Registration, EFT Forms.

This document provides a W-9 for Offeror’s to utilize, information on registration with the Colorado Secretary of

State, and a form for EFT Direct Deposit Authorization.

END OF ADDENDUM

This addendum represents a material change and is required to be signed and returned.

The undersigned hereby affirms that : He/she has read and understands the information in Addendum 1.

By: _________________________________________________

Manual Signature of Agent Date

Typed/Printed Name of Agent

Title of Agent

Representing