Addendum 1 to CCITC RFP_122817.docx

Addendum 1 to CCITC RFP – 12-28-17

1. Page 1 - PROPOSALS MUST BE RECEIVED NO LATER THAN 4 P.M., CDT, Wednesday, January 17, 2018

2. Page 4 – Regarding the solicitation for managed print services (mps) for networked laser printers. CCITC nor any of its partners currently have any existing managed print services agreements nor any organized inventory or device usage data on the current fleet of networked laser printers. Age of the devices may range from 1 to 10 years old. As such, rather than a specific per page cost proposal, we would be looking for a detailed description of what sort of program a bidder could put in place. As much detail as possible including but not limited to:

a. Tools that could be implemented to evaluate the current devices usage.

b. Tools that could be implemented to evaluate non networked devices.

c. Discussion regarding how existing machines would be brought under an mps agreement.

d. Criteria for determining when an existing unit should be replaced rather than absorbed into an mps agreement as noted in “c” above.

e. Bidder’s previous and current experience in supporting mps environments.

f. Estimated costs for mps environments.

g. Sample service level agreements (SLA) for mps environment

h. Etc.

3. Page 5 – Adjust proposal submission due date to reflect revised due date noted above.

4. Page 6 – “Schedule of Events” – adjust Proposal due date to reflect revised due date noted above.

5. Page 7 – Section C – Clarification of item 4. This section is meant to apply to any products or services that might require purchase and implementation. Specifically it refers to any software. It is intended to structure payments for items that might have an “up front” purchase price and tie that structure to measurable performance milestone.

6. Page 8 – Section F “Proposed Contracts and Agreements” – It has been noted by multiple offerors that section 15.2 of the proposed standard contract terms (attachment B) might be an issue for agreements that rely on underlying hardware lease agreements. As noted in section F1, “deviations from the standard contract terms and conditions shall be clearly stated.” Offerors wishing to note concerns and/or exceptions should provide a clearly marked section of the proposal where they specify concerns or require exceptions as noted in item G3, Page 8.

7. Page 11 - Under “General Objectives” it is noted we are seeking a “simple cost per page” structure. Multiple vendors have asked whether we might consider other billing scenarios. Our current structure is a basic “cost per click” scenario across all multifunction devices. We could consider other scenarios involving other options beyond a simple set “cost per page”.

8. Page 12 – Regarding OCR Software – The county and its partners currently utilize LaserFiche as our document management solution. Laserfiche includes an OCR functionality for documents it imports. Multiple vendors asked about this functionality outside of Laserfiche and at this time we have no enterprise wide OCR scanning capability. But we would be interested in new devices ability to scan documents, outside of LaserFiche, and have them be in a searchable format. (.docx, .pdf, etc)

9. Page 12 – Section E.2.a.xvi – the specification is for devices capable of average speeds between 35 and 80 ppm. It was noted by multiple vendors that our current fleet falls below that to as low as 20ppm machines. Therefore that requirement should be adjusted to Average speed to be between 20 and 80 p.p.m..

10. Page 12 – Section E.2.a.v – There have been questions regarding true need for FAX capabilities on all machines. We do currently have an available network FAX capability however there are limits to the number of users we could currently configure. As such we cannot say with any confidence that a current machine with a FAX board could be replaced with a new machine without FAX capability. There have also been some questions about our incoming phone lines and how they connect to the various machines. We have a mixture of direct copper lines as well as machines that are configured thru our VOIP system. (CISCO Callmanager) As such, replacement devices would need to be compatible with either of these types.

11. Page 12 – Section 4 – See section 2 above. The 150 devices is based on a simple count of the print queues on our 3 networked print servers. AS noted above, we do not currently track usage so we cannot provide any detail to current configuration. Additionally, we would be interested in capabilities that could allow us to better track and control locally attached printers.

12. Page 13 – Section 6 – Regarding proximity of technicians. For non-local companies, please provide number and types of technicians within the state who would be available to meet the 4 hour SLA specified elsewhere in the RFP.

13. Page 14 – section 6.n – Some of our supported entities require that no hard drive leave the premises without a clean wipe. If your policy involves a wipe of the device, please specify the specifications of that wipe policy. Our current provider turns the hard drives over to us for destruction, at no additional cost, to comply with this requirement.

14. Page 14 – section 6.t – We do not have an existing SLA that we can provide as a sample.

15. Page 15 – section 9.c.ii – a sample BAA template will be posted to VendorNet as requested.

16. Page 16 – section F.4 – We are currently negotiating with our current vendor a contract extension that would allow for a replacement rollout to occur over a 5 month period. When that is finalized, I will post a more accurate available timeline. But for purposes of responding to this section, please assume that replacement of all machine might have to occur before September 30, 2018.

17. Page 17 – attachment A – an updated version of this spreadsheet will be posted to VendorNet that combines the existing document and the accessories document. There were some questions regarding discrepancies in device counts. Additionally, some of the blank sections from the accessories section have been filled in within the new spreadsheet.

18. There have been questions regarding existing print tracking software (PaperCut) and its ownership and version. Current Version of PaperCut software is 15.1 Build 33290. We have not yet determined whether we own this copy or the current vendor owns. This Print management software is not deployed enterprise wide. It is only currently being used by 3 departments in a single building. It is currently installed on a dedicated Virtual server.

19. There have been questions related to MICR printing. Currently, at most, there are 3-5 LaserJet printers used for MICR printing.

20. There have been questions related to current usage of OEM vs. Generic toner products for laser printers. Each department orders on their own so CCITC exerts no control, however we do recommend OEM whenever we find a generic in place.

Other more specific questions will be answered in a second addendum by 4pm on Friday.

Thank you Rick Abreu (rick.abreu@co.marathon.wi.us)