Addendum_1_Q_&_A.pdf

INVITATION TO NEGOTIATE (ITN) – ADDENDUM # 1

ADDENDUM POSTING DATE: PROCUREMENT CONTACT & TELEPHONE:

September 6, 2024, Jennifer Deveaux, Buyer

Email: jldeveau@volusia.k12.fl.us Phone: 386-734-7190 Ext. 20394

SOLICITATION TITLE & NUMBER:

ITN-2024-3019

District-wide Multifunction Devices

SOLICITATION OPENING DATE & TIME:

September 23, 2024, by 2:00 P.M. EST

NOTE: SOLICITATIONS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED.

The original Invitation to Negotiate (ITN) documents shall remain in full force and effect, except as modified herein, which shall take precedence over any contrary provisions in the prior documents.

This addendum is being issued to address questions received and revise the original solicitation opening date and time to September 23, 2024, at 2:00 P.M. EST.

The following questions have been received, and the answers to each question are below.

1. Q. Can you please post the Past Performance Questionnaire on the VendorLink site?

A. Tab 3 – Service & Support references a Past Performance Assessment Questionnaire.

Tab 3 shall be modified from:

This is an in-depth comprehensive plan outlining their proposed organization’s approach/methodology regarding the specifications of this proposal. See Section 1.3.2 Service Expectations for guidance.

i. Provide a summary organizational chart showing your team. Identify the primary contact/project manager and describe the roles of each key person.

ii. Past Performance Assessment Questionnaire: Using reference-based Past Performance Assessment Questionnaires, the Evaluation Team will use the relevant and recent performance information on each proposer based on the past and present efforts provided by the proposer.

iii. Each proposer shall provide three (3) reference of the most relevant and recent significant contracts performed for state or local governments and/or similar work within the last five (5) years from the date of issuance of this solicitation using the Past Performance Questionnaire (page(s) 29-34).

a. In addition to the list, the proposer shall also have one (1) listed reference fill out the attached Respondents Experience/Qualifications and References Form provided in this solicitation. Include client’s name, contact personnel, address, phone number, length of time you have provided services and a list of any other related services provided.

b. Details on the past experience of the proposer/organization, including documentation of the proposers’ experience with similar work, for state and local governments during the past five (5) years. Include organization’s size, structure, location of management and charter authorization and licenses to do business in the State of Florida. Also include the organization’s national, statewide, and local service capabilities. Individual applicants must demonstrate clear capability of experience, schedule capability and references. Describe the organization, date founded and ownership of your organization. Has the organization experienced a significant change in organizational structure, ownership, or management during the past three years and, if so, please describe.

c. Describe any other business affiliations (e.g., subsidiaries, joint ventures, arrangements).

THE SCHOOL BOARD OF VOLUSIA COUNTY, FLORIDA

PROCUREMENT DEPARTMENT

200 N. Clara Avenue DeLand, FL 32720

d. Provide any information on the organization if it has even been sanctioned, fined or any other legal or license related action has been taken upon it.

e. List all memberships in trade associations and member involvement.

Tab 3 shall be modified to:

1. Firms may submit any information deemed appropriate for evaluation of past contracted performance which have/had scope of services similar to the services required for this Project.

2. Detail the experience the Firm has providing services for K-12 educational projects.

3. List all contracts the Firm has provided/is providing services in the past five (5) years which the services provided by the Firm are similar to the Project Description detailed in this solicitation. The Projects shall be sufficiently comparable so that the District’s Evaluation Committee may conclude the Firm is familiar with and capable of handling the Project described herein. Preference will be given to K-12 projects of similar size and scope.

4. List Projects in priority order with the most relevant Project first. For each Project, provide the following information:

• Contracted name of Owner

• Owner’s representative name, address, email, and phone number

• Identify the Firm’s key personnel assigned to the project

• Delivery method

• Describe scope of services and relevance to this project

• Owner’s budget

• Indicate the number of change orders on the project and include the following detail:

• Change order increase or decrease amount

• Reason for change order (Owner Requested Changes, Unforeseen Conditions, Design Changes or

Building Code Requirements)

• Contracted substantial and final completion dates

• Actual substantial and final completion dates (If the project is not complete, indicate the percent complete and whether or not it is on schedule)

5. Firm shall provide resumes for all professional staff assigned to the Project, including education and training, and experience in services herein addressed. Please include a proposed organization structure for the team that will be involved with the implementation. In addition, the proposer must define the roles and responsibilities of each assigned staff. Also include the number of technical and service staff available to support installation, training, documentation, and maintenance efforts. This is the Firm’s opportunity to share with the committee the capabilities of the Firm and assigned staff. Include appropriate project related detail in the submittal. An example of such detail is listed below:

• Name and title

• Job assignment for other projects

• Number of years with this Firm

• Number of years with other Firms

• Project experience (type of project, dollar value, square footage, etc.)

• Education

• Active registrations and certifications

• Other experience and qualifications that are relevant

• Provide supporting office location(s), address(es), email(s), and telephone number(s).

• The Firm’s direct project experience must be differentiated from individual staff experience. Therefore, when identifying an individual’s project experience (gained at other Firms), this section should be clearly subdivided as follows:

• Firm’s Project Experience

• Individual’s Project Experience

2. Q. Would VCS extend the bid to 9-30-2024 (Two Weeks)? From the point of receiving the answers back to the questions, the

16th is a very short turn around.

A. We have extended one week and the new opening date is September 23rd at 2:00 pm. You can join using the same Microsoft Teams link and conference ID in the original ITN documents.

3. Q. For each copier category, what is the minimum paper/sheet requirement with the High-Capacity Tray included?

A. Page 13: Section 3.1 xv. High Capacity 8.5x11 tray (at least 2000 sheets)

4. Q. Is onboard anti-virus required for the MFP Devices?

A. No

5. Q. Is native integration with Cloud Secure Applications or Repositories required? (Apps such as OneDrive, MS Office 365, Box, etc.)

A. Page 24: Tab 2 – Software and Integration. i. Provide evidence of successful software integration with existing and future District systems.

6. Q. Is cloning of MFP Devices required?

A. Optional

7. Q. Is native Searchable PDF required from the MFP Device?

A. No

8. Q. Is native OCR required from the MFP Device?

A. Optional

9. Q. What would you request (HDW or Service) that your current vendor does not provide?

A. Please refer to the ITN – Section 1.3 Scope of Work.

10. Q. Is native Scan Compression required from the MFP Device?

A. Please see Page 13: Paragraph 3.1 vii. Scan to Email and viii. Scan to network and Microsoft OneDrive folder based on user credentials. Page 14: Paragraph 3.1 d. Color and monochrome devices should include the ability to color scan to email, USB, and network and/or Microsoft OneDrive path should be defined by user’s key card/LDAP credentials.

Scanning output options should include PDF and image file types and be at a resolution of 300 dpi minimum configurable to at least 600 dpi. The contractor shall specify memory size needs and options for all models proposed. Page 23:

Section 2.4 G. 1) b) Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx);

Adobe Portable Document Format (.pdf); Compressed File (ZIP) formats

11. Q. Would VCS require AI-assisted technology from the MFP Device? Typically, this would securely automate repetitive and or complex tasks.

A. Optional

12. Q. For better Security Management, would VCS require integration with Cisco Identity Services Engine (ISE) for MFP

Devices?

A. No

13. Q. Would VCS require the MFP Devices to translate documents into the popular languages? (Comment: Copy English documents into Spanish, French, Haitian, Creole, Vietnamese, etc. and in reverse therefore foreign languages translated into English)

A. No.

14. Q. Does the vendor of choice need to be Common Criteria Certified with NIAP?

A. Optional

15. Q. Does VCS require the ability to whitelist for security?

A. Optional

16. Q. Is Postscript (True Adobe) required for the MFP devices?

A. No.

17. Q. Would VCS require a fully functional Universal or Global Print Driver so that all MFP Devices would work from “one” print driver across the fleet?

A. See page 14: 3.1 g. Printing from computers should be easy for ITS technicians to setup utilizing full featured drivers. Automatic deployment via PaperCut required. Other systems will be considered such as Microsoft Printer Services, PrinterLogic, or Microsoft Universal Print.

18. Q. Would VCS please share a listing (per location is preferred) of MFP Devices and their Average Monthly Volume?

Validation is needed, expected service volume could lower the Monthly MFP Device lase cost.

A. This will be discussed during the Negotiation Phase of the ITN. See page 21: F. Negotiations Phase

19. Q. Future key operator training should be provided by Contractor on-demand throughout the life of the lease with no additional cost to VCSD. Would VCSD consider virtual training or self-learning training for future key operators post install period?

A. See page 14: Paragraph 3.2 Service Expectations a., and b. See also page 25 Tab 4 - Implementation Plan and Training Timeline- For guidance, see Section 1.3.2.I Implementation. Future key operator training should be provided by Contractor on-demand throughout the lease with no extra cost to VCS. A proposal for training key district operators should be included in the bid process.

20. Q. Any one machine requiring more than three (3) service calls (excluding PM calls) in a quarter, must result in the

Contractor providing a detailed review of the problem. In the review, a solution must be proposed and accepted by the VCSD designated representative. If the device breaks down after this solution has been implemented, the device must be replaced at the request of the VCSD’s designated representative at no cost to the district. Would VCSD be open to a SIP (service improvement plan) that does not involve swapping of the device after just 4 service calls?

A. The device will need to be replaced only if it breaks down after the review. See also page 16: 3.2 Service Expectations i. “…excessive service calls (greater than 8 service calls in a three-month period) or devices flagged as being particularly inefficient or problematic. Following consultation between the Contractor and the VCSD contact, such devices shall be replaced with a device of similar functionality (e.g., volume capacity) at no cost to the district.”

21. Q. In the event that a device is down, and repairs cannot be completed within twenty-four (24) business hours (three business days) from the time that the first service call is placed, equivalent loaner equipment shall be provided by the Contractor immediately and proactively (without official request by VCSD) at no additional cost or penalty to VCSD. Would VCSD have resources to deploy the loaners if the vendor makes them available or include a pool of loaners?

A. No

22. Q. The Contractor will also verify if live network ports and appropriate power outlets are available at the proposed locations pre-designated by VCS. If there is not one, the Contractor will consult ITS at least 2 weeks in advance of delivery.

Depending on the specific scenario, a district team would coordinate network runs and/or electrical upgrades. Checking network ports is an ITS function and considered IT services, would you like for the vendor to include this service as a separate line item in the response?

A. This service should be included in the service portion of the proposal, not as a separate line item. Please see page 17: I. Implementation ii. The Contractor will work with ITS to determine placement decisions and mutually agreeable schedules. The district will have final approval on new equipment and placement. The Contractor will plan for equipment and space size, location, network, and power requirements. Contractor will confirm that the proposed model will be deliverable (fit through entry doors, fit into interior doors, and fit into identified location) 2 weeks in advance of delivery.

23. Q. The District may, at no additional cost or penalty, require the Contractor to relocate equipment between the district’s various facilities. ITS personnel shall be authorized to move equipment within the same facility at no charge without voiding any warranties or service contracts. How many moves does VCSD performs between the various facilities per quarter or calendar year?

A. Approximately 10 per school year

24. Q. Can VCSB provide a list with the complete MPS addresses including cities and zip codes?

A. This will be discussed during the Negotiation Phase of the ITN. See page 21: F. Negotiations Phase

25. Q. What is the Current Contract End Date?

A. 5/31/2025

26. Q. What compelling business event(s) are driving the request for ITN? Any challenges or pain-points related to your print environment that you could elaborate on your current MPS Structure.

A. Please refer to the ITN – Section 1.3 Scope of Work.

27. Q. Any Help Desk Integration we will need to consider?

A. See page 14: Paragraph 3.2 Service Expectations a., and b. See also page 25 Tab 4 - Implementation Plan and

Training Timeline- For guidance, see Section 1.3.2.I Implementation. Future key operator training should be provided by Contractor on-demand throughout the lease with no extra cost to VCS. A proposal for training key district operators should be included in the bid process.

28. Q. What Integrations or Apps would VCSB want to run through or from the MFP Devices?

A. Please refer to the ITN – Section 1.3 Scope of Work and Tab 2 on page 24 – Software and Integration.

29. Q. Which sites and devices are considered: Critical, High, Medium, Low for response times?

A. This will be discussed during the Negotiation Phase of the ITN. See page 21: F. Negotiations Phase

30. Q. Do you have a print security posture/policy? If so, could you please explain?

A. See Tab 2 on page 24 – Software and Integration.

31. Q. What Integrations or Apps would VCSB want to run through or from the MFP Devices?

A. See Tab 2 on page 24 – Software and Integration.

32. Q. How are you currently auditing the security compliance of devices (MFDs), i.e. utilizing an auditing tool or a manual process?

A. This will be discussed during the Negotiation Phase of the ITN. See page 21: F. Negotiations Phase

33. Q. Print Management: Do you prefer on-premises over a Cloud Solution for your MFDs?

A. See page 14: Paragraph 3.1 f. and g.

34. Q. Are you looking to reduce the server footprint?

A. No

35. Q. Is there a single corporate network or are networks isolated on multiple servers for any reason?

A. Single

36. Q. Are you expecting any fax workflow from or to the printer?

A. Yes

37. Q. Are you looking to expand the print management solution (Papercut) to students, or will it be for staff only?

A. Staff only.

38. Q. Do you currently have onsite resources from the current vendor supporting device/MPS related activities.

A. Yes

39. Q. Recently a bid related to this commodity did not result in an award/agreement. What changes have been made to this

ITN from the previous Bid that the School Board of Volusia County believes would result in an agreement?

A. The department decided to reject all bids from the RFP due to some unclear elements within the scope of service. We decided it was in the District’s best interest to issue ITN-2024-3019 to clarify the scope of service.

40. Q. Is there a schedule of the current fleet of multi-functional copiers; the models, accessories and lease expiration dates so that a prospective vendor can understand when they will be replaced and in what quantities?

A. This will be discussed during the Negotiation Phase of the ITN. See page 21: F. Negotiations Phase

41. Q. Section 3.1.a; second sentence; the ITN states “The contractor should assume all device capabilities will be enabled and therefore should be included in the total cost.” Should a responding vendor include in their prices the optional items in Section 3.1.a. xx, and xxi, or show separate optional pricing for these items?

A. For these items, show as separate optional pricing.

42. Q. Section 3.1.g; second paragraph; second sentence of the ITN references print drivers featured to do three-hole punching. Three-hole punching is typically an optional accessory for staplers on copiers. Please advise if Section 3.1.a.xvii which notes “staple feature” also must include three-hole punching.

A. Yes, three-hole Punching must be included.

43. Q. Section 3.2.e of the ITN states “Replenishment should occur at least 20% of the consumable life”. Given the projected seasonality of volume, would the School Board consider a lower percentage to avoid toners sitting on shelves for an inordinate amount of time (or getting lost)? A resultant decrease would lower the cost basis for all responding vendors and the School Board. Given advanced monitoring systems and supply chain improvements a recommendation of 15% would lower costs and still achieve the desired result.

A. No

44. Q. Section 3.2.i; third paragraph articulates if a device has greater than eight service calls in a three month the device should be replaced. Section 3.2.j; first paragraph states a “lemon clause” that any unit not attaining a 98% monthly uptime performance for 90 days shall be replaced. Section 3.2.j; paragraph 7; states that if a machine has three service calls in a quarter if it has one more service call after consultation it shall be replaced. Lastly in the same Section last paragraph the ITN states “If a repaired device continues to slip below 98% uptime over one month following repair the machine shall be replaced. It would seem that Section 3.2.j; first paragraph stating a “lemon clause” where any unit below 98% uptime over 90 days warrants replacement is the prevailing replacement dictum. Why so many other scenarios when one apparently precedes all others?

A. The priority for replacement is twofold: if a device has greater than eight service calls in a three-month timeframe, the device should be replaced or if any unit does not attain a 98% monthly uptime performance for 90 days, it shall be replaced.

45. Q. As this is a three-year agreement, are resultant orders to the Contractor individually 3 years in length?

A. No, POs are issued annually for each year of the contract term.

46. Q. While the ITN address Non-Disclosure of Confidential Materials submitted; what vehicle or vehicles will be available

(if necessary) for Non-Disclosure of Confidential Materials during subsequent phases (presentation, negotiations, etc.)

of this ITN?

A. If applicable, use Attachment “O” for any confidential materials.

47. Q. In the CSA Draft Section 9.a the Basis for Price Redetermination is cost of wages related to either the ECI or PPI. The

PPI does not directly factor in the cost of wages so is it safe to assume the PPI is not relevant for this condition?

A. The CSA is a draft and can be finalized during the Negotiation Phase. Please redline the draft as you see fit for our consideration.

48. Q. In the CSA Draft Section 9.a; If the ECI is used for the Basis for Price Redetermination as to Cost of Wages there is no specific group as to Copier Sales and Service; however, there are 2 Groups that may be construed to be related:

Professional and Business Services and Information Technology. What industry group within the ECI will be referenced?

A. The CSA is a draft, and the appropriate category group can be finalized during the Negotiation Phase.

49. Q. Are all units to be replaced in January 2025? Do you have an installation phase/timeline for this project and replacement of all units?

A. See Page 17: Section 1.3.2 I Implementation. This will also be discussed during the Negotiation Phase.

50. Q. Will Volusia County provide the necessary computer hardware resources, OS and related licensing to host PaperCut on premise, including security updates/patches/backups for host system?

A. Yes

51. Q. Why is this now an ITN instead of an RFP?

A. See page 21: F. Negotiations Phase.

52. Q. Can you provide any additional details on your requirements for billing integrations with VCSD’s Enterprise

Resource Planning software (FOCUS)?

A. This will not be ready until next school year. It is still in development.

53. Q. Can you please clarify how long the proposal contents and fees need to be valid? (On page 23 it mentions that

“proposals submitted shall be valid for a period of 120 calendar days from the date of proposal” and on page 26 it mentions that “All of the proposal contents and fees must be guaranteed for ninety (90) days from the proposal date.”)

A. Proposals submitted shall be valid for a period of 120 calendar days.

54. Q. Can VCSD provide access to FOCUS Software API or Sandbox environment for testing integration projects?

A. Not until summer 2025

55. Q. Under Option 3 of the pricing schedule, you are requesting click rate per copy. Is this color? Or Black and White? Or is there a field missing for this?

A. See the ITN-2024-3019 Price Sheet. Option 3 is color only.

56. Q. Is there anything you would change about your current service delivery model?

A. Please refer to the ITN – Section 1.3 Scope of Work.

57. Q. Will the county share what you’re currently paying for both service and lease (if applicable)?

A. The School Board of Volusia County, FL owns the current fleet of devices. You may submit a public records request for the current rate with the incumbent vendor in accordance with Chapter 19, Florida Statutes. See page 7 of the ITN for contact information.

58. Q. Would you consider an UNLIMITED PRINT program option in addition to a Cost Per Print program submission? This flat rate for unlimited prints eliminates any fluctuations in volumes that would affect your CPC and simplify billing according to specific cost centers as directed by Volusia County Schools.

A. If it is cost favorable to the district, yes.

59. Q. Given the provided volume of impressions per device (15,000 for Black & White and 5,000 for Color Machines), would it be appropriate to say that the total Fleet Monthly Volumes is 5,700,000 for B/W and 150,000 for Color?

A. Yes.

60. Q. Is PaperCut MF - Education currently installed on-premises?

A. No.

If you should have any questions regarding this addendum, please do not hesitate to contact me at jldeveau@volusia.k12.fl.us or by phone at 386-734-7190 Ext. 20394.

Sincerely, Jennifer Deveaux Jennifer Deveaux Buyer

Acknowledgment of Addendum # 1 by Vendor:

This addendum shall be completed by the Vendor and returned with the submittal. If submittal has already been submitted, this addendum must be submitted to the above buyer via email, with the subject line: Addendum # 1 – ITN- 2024-3019 District-wide Multifunction Devices.

Acknowledgement below is acceptance by the Vendor that this addendum has been received and fully understood. This addendum will become part of the ITN document.

NAME (TYPED OR PRINTED) TITLE

SIGNATURE VENDOR NAME

DATE PHONE NUMBER

mailto:jldeveau@volusia.k12.fl.us