Addendum 1 Vendor Q&A for RFP WWU2024-001-AR.pdf

Addendum 1 to RFP WWU2024-001-AR Printing Services Vendor Questions & Answers

Addendum Issued:

October 9, 2024

RFP Due:

October 16, 2024, 4:00 p.m. PST

Submit Electronic RFP to:

Western Washington University Attn: Andrea Rodger, Assistant VP for Finance & Business Services

Purchasing.department@wwu.edu (RFP and Title “WWU2024-001-AR Printing Services” must be referenced in the subject line) https://wwu2-my.sharepoint.com/personal/seatonm2_wwu_edu/Documents/Desktop/Purchasing.department@wwu.edu

Addendum 1 to RFP WWU2024-001-AR Printing Services Page 1

Addendum 1 RFP WWU2024-001-AR Printing Services

Thank you to all vendors who expressed interest in this RFP. We appreciate your interest.

The Print and Copy Center received 6,826 work requests in FY24 (July 23-June 24).

The number of work requests vary monthly with a low of 162 during August 2024 and a high of 927 during May 2024. The type and quantity of work varies greatly.

Representative print requests and print files are provided for your consideration and submission. Sample print requests do not include the entire scope of work that will be required by vendor(s).

Additional information, details, and entire scope of work will be given in more detail to selected candidates in follow up interview(s).

For clarity, the RFP is for Print and Copy Center in-house projects only. It does not include already established contract(s) for outside vendor printing.

Additional questions to vendors:

1. What processes do you have set up for receiving work submissions?

2. Do you have a work submission form?

3. Will you be able to use WWU’s current work submission form? Example form attached.

4. Will it be required to provide requests for print estimates on all jobs?

5. Will there be standardized pricing available?

6. Will you require a minimum turnaround time (24-hours)? Will you make exceptions for rush requests (same day)?

7. What are your minimum requirements/criteria for jobs? Quantity limits, etc.

8. Regarding confidentiality, what procedures/processes do you currently have set-up?

9. Regarding jobs being ‘lost in the shuffle,’… What procedures/processes do you have currently to manage workload, prioritizing jobs, tracking projects, etc.?

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Vendor Questions & Answers

1. In reviewing the RFP document for Printing Services page 2 states that respondent questions are to be submitted to the Sourcing Event Coordinator by October 16, 2024, 4:00 pm. But, in Section 4 titled Schedule of Events & Addendums it states that questions are to be submitted by September 30, 2024, 4:00 pm.

Response: RFP response is due October 16, 2024, 4:00 p.m.

2. Can you please send a few sample quotes/bids of 'typical' work produced in the Print and Copy Services? For example, project specifications for booklets, brochures, class syllabus, thesis, tests, etc. Please include both print and bindery requirements along with anticipated/approximate page counts (where applicable) and quantities often produced.

Response: Attached are nine (9) representative print estimate requests based on actual work requests submitted. Please provide your estimate for each.

3. What are the expected timeline requirements for each of the above projects?

Response: Typically print jobs require a 24-hour turnaround time. Turnaround time is provided with the print requests submitted. Please clarify your requirements/capability for meeting tight deadlines consistently.

4. Can you please provide annual revenue for the Print and Copy Services along with how many 'clicks' per year are logged?

Response:

Annual Revenue for FY24 (June 23–July 24) was $705,428.

Clicks Logged for FY24 (June 23–July 24) was 1,354,619 for the Ricoh 9100 (color): 811,303 for the Ricoh (b/w) 8100, and 2,165,922 for the Ricoh 7100 (color)

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5. If a vendor chooses to offer the option to manage the Print and Copy Center, can the vendor also produce other commercial print work on campus (are there restrictions to this?)

Response: Yes, but we would require contractual language giving WWU priority and the final agreement would include lease terms and cost for space.

6. Along these lines, can you provide a list of all existing equipment at the Print and Copy Center along with the status (maintenance/lease contracts, age, recent maintenance) of equipment?

Response:

Ricoh 8120 installed 2016 (8+ years); volume (to-date) 13,100,000+;

maintenance contract due to increase/discontinued parts; weekly maintenance (as needed).

Ricoh 9100 installed 2016 (8+ years); volume (to-date) 11,500,000+;

maintenance contract due to increase/discontinued parts; weekly maintenance (as needed).

Ricoh 7110 installed 2017 (7+ years); volume (to-date) 3,000,000+;

maintenance contract due to increase/discontinued parts; weekly maintenance (as needed).

Scheduled periodic maintenance on each machine conducted annually.

7. Would that equipment be turned over to be used and maintained by the successful vendor?

Response: Vendor could use our equipment for non-WWU work but would have to pay an equipment rental fee.

8. What would the contractual term look like?

Response: A one-year trial period with an option to renew up to five years with limited adjustments (price increases, quality control, etc.).

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9. Does this bid only apply to digital work produced by the Print and Copy Services?

Response: Yes, this bid is for digital work produced in-house; however, outsourced printing services could be reviewed with the selected vendor to ensure alignment on quality and expectations.

10. Are mailing services (list prep, addressing, etc.) also expected/needed?

Response: Yes, please provide general information regarding cost estimates.