Department of Financial Management 411 West Ocean Boulevard, 6th Floor

Long Beach, CA 90802

(562) 570-6425

August 27, 2024

NOTICE TO PROPOSERS

ADDENDUM NO. 2: Q&A

RFP No. TI-24-388

Managed Print Services

This addendum changes and supersedes the language in the original RFP. Please acknowledge receipt of this addendum by signing and submitting with your proposal. Any proposer who fails to submit this addendum may be disqualified.

The City would like to remind Proposers that pursuant to Section 5.2.25 of the RFP, the City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

The Questions and answers are as follows:

1. Q: Can the City provide the makes and model numbers of the fleet that they’re looking to replace?

A: Makes: Sharp / HP Models:

- HP: Color LaserJet Pro M454dn / Color LaserJet Pro MFP M479fdn / Color LaserJet Pro MFP M479fdw / LaserJet Pro M404dn / LaserJet Pro M404dw

- Sharp: MX-3071 / MX-4071 / MX-5071 / MX-6071 / MX-7090N / MX-7580N / MX-

8081 / MX-B467F / MX-C304W / MX-C357F / MX-C407F

Coin Op Machine: Current machine (ACDi ex2000-B); however the City is open to similar models.

2. Q: Is there usage data that can be shared?

A: Yes, please see attachment "Appendix-B_MPS_RFP_v003" uploaded to Long Beach Buys.

3. Q: Will you require hard drive removal/ wipe capabilities?

A: Yes

4. Q: Can you provide a list of the current equipment in use by the City?

A: Please refer to answer for question #1.

Addendum No. 2 RFP TI-24-388

5. Q: Please provide current fleet, location(s), start date, average volume, and if printer or copier.

A: Please see answer to question #2.

6. Q: Can you provide additional information on what the integration with Laserfiche and Tyler Content Management (TCM) will entail?

A: There isn't integration between Laserfiche and TCM.

7. Q: Will the City sign a commercial lease with SLG or a TELP lease?

A: The City will enter into an agreement with the chosen vendor.

8. Q: How much penalty did the current service provider pay over the course of the contract?

A: The current contract did not have a penalty provision, so the current provider did not pay any penalty.

9. Q: Is there a consultant involved?

A: No

10. Q: Will the City execute a contract prior to the 30 day testing period?

A: The City may interview or request demos from none, one, some or all proposers as part of the selection process. Demonstrations may be on site or remote, as determined by the City. The City will execute an agreement for services with the selected vendor.

11. Q: Approximately how many MFPs will need to be installed for the 30-day testing period?

A: The City is expecting to see one MFD device that can demonstrate the features in Categories 1 - 3.

12. Q: Section 2.1.9 implies the contract may be terminated. What are the termination options?

A: The termination options are described in the City's Pro Forma agreement on Long Beach Buys.

13. Q: Can we get a schedule of the current leases and their expiration dates?

A: Please see attachment "Appendix-C_MPS_Device-Contract-Maturity_v001"

14. Q: Besides the Police Dept, what other City departments may require on-site dedicated support?

A: Please refer to RFP document, "2.1.13 On-Site Dedicated Staff"

15. Q: Is it permissible to respond to the RFP using a cooperative contract such as

NASPO, Omnia Partners, etc.?

A: Suggested proposals are submitted to fit the needs detailed in the RFP. A cooperative agreement is not being considered at this time.

16. Q: How many users will be scanning in to the system?

A: The goal is for all City employees (roughly 5,000) to be able to use their badge to access print and scan jobs.

17. Q: How many departments will be utilizing the scanning function?

A: Please refer to answer for question #16.

18. Q: Will multiple users or departments be scanning into the same folder? Or are they separated by User and Department?

A: City employees currently scan to email.

19. Q: What types of documents will primarily be scanned (e.g., invoices, contracts, HR forms)?

A: Scanned documents can be inclusive of both documents of a confidential and general nature ranging anywhere from HR Forms to invoices to contracts, etc.

20. Q: Are there any specific document formats or sizes that need to be accommodated (e.g., large engineering drawings)?

A: Primary size options are letter, legal, and tabloid.

21. Q: How many different document types are scanned that require indexing?

A: PDFs, TXT, and Word and Excel Docs of different extensions.

22. Q: How many index fields are required for accurate document retrieval?

A: City employees generally don't use document indexing related to scanning.

23. Q: What specific information will be captured in each index field (e.g., document type, date, author, etc.)?

A: N/A

24. Q: Are there any standardized naming conventions or file structures in place for scanned documents?

A: There isn't standard naming convention. We're using the default settings of the MFD. Ex - Sharpcopier@longbeach.gov

25. Q: What is the specific version of Laserfiche being used?

A: Version 11

26. Q: How will security and permissions be managed within Laserfiche for scanned documents?

A: Laserfiche leverages Windows Authentication for logging in. Access is managed by security groups in Laserfiche and Active Directory. The Police also has the CLETS which adds a network layer of security.

27. Q: How many machines will be utilized for scanning into Laserfiche?

A: Any computer that has a desk scanner attached.

28. Q: Are there any barcode or OCR requirements for document processing?

A: The current vendor provides OCR on all of our document scanning.

29. Q: What is the expected volume of documents to be scanned and stored within

Laserfiche?

A: It depends on the department, but there will be an uptick in scanning in all departments since reducing paper is an initiative.

30. Q: Are there any integration points with other systems or applications planned

(e.g., ERP, CRM)?

A: The City's current ERP is Munis. Users usually scan documents to the TCM using dedicated scanners and, they also create documents in Munis and save them in TCM. Currently, we do not have any option to use MFPs to interact with TCM. The City currently doesn't have an integration point with a CRM.

31. Q: Can Appendix A be modified to share Make, Model, Serial #, lifetime volumes, monthly volumes, and paper size usage?

32. Q: Is the City willing to consolidate devices to reach the 30% savings goal?

A: The City has no plans to provide metrics because the 30% is simply an anticipated cost savings percentage meant to reflect City’s stated goal of cost savings as part of this opportunity.

33. Q: Would the City consider an extension due to the Labor Day Federal Holiday?

A: The City doesn't anticipate an extension of the proposal due date at this time.

34. Q: Are Laserfiche and Tyler Content Management (TCM) installed on-premise?

A: Yes, Laserfiche servers are installed on-premises.

35. Q: Can the City describe their faxing environment, including incoming and outgoing volumes?

A: The City has transitioned to using Outlook for faxing needs via Fax2Mail.

36. Q: Does the City fax from the MFP fleet? From the Desktop? From within applications?

A: The City has transitioned to using Outlook for faxing needs via Desktop

37. Q: Besides SharePoint, OneDrive, and Google Drive, are you using any other cloud-based services?

A: Yes, for our Libraries, we use a 3rd Party vendor for mobile public printing via Princh.

38. Q: What are your most common scan to destinations (scan to self, scan to email, scan to network folder)?

A: Scan to email.

39. Q: Are you using OCR+PDF (searchable PDF)? How are your employees converting documents?

A: City employees typically use Adobe Acrobat for document conversion. We also use OCR+PDF.

40. Q: Is authentication at the MFP required? If so, what system are you using?

A: Authentication is using Microsoft Active Directory. Papercut is used for pin code authentication. The first time someone logs in with badge, they have to authenticate with their city username and password and then the badge is associated with that particular Active Directory account.

41. Q: Will the City allow for a NASPO Value Point contract where its Terms and

Conditions agreed to by the State of California supersede?

A: See answer to question #15.

42. Q: Please clarify your equipment replacement strategy? Is your intent to contract with a vendor for a new 5 year contract where print devices are replaced on a planned schedule over time, or will the City replace all units at once?

A: Equipment replacement strategy will likely be based on a combination of location and lease expiration. Devices will likely be swapped out by dept/location based on their lease expiration. The terms of the RFP are for a 5-year lifecycle.

Please refer to section "1.4 Award Terms" in the RFP document.

43. Q: Please provide current asset information to include model, accessories, monthly print volume (color and mono), monthly lease, and contract expiration date.

44. Q: Please provide information on print devices not under contract which may be considered for an MPS contract including model, accessories, monthly print volume (color and mono), and any information on cost of supporting said devices.

45. Q: Please share requirements for the dedicated employee on City property daily i.e. Duties, scope of services, departments and buildings supported. Is this the

PD only or entire City? Are there provisions for vacation, sickness, and holiday coverage?

A: Please refer back to RFP document, "2.1.13 On-Site Dedicated Staff".

The provisions mentioned will be covered by the vendor. If the dedicated employee needs time off for vacation, sickness, or holiday, it is the City's expectation that the vendor will provide a temporary resource until dedicated employee's return.

46. Q: What are the minimum security features required for print devices?

A: Please refer to Appendix D - Security Requirements document on Long Beach Buys.

47. Q: If your intent is to do a phased in approach to replace your equipment, is the expectation that the new vendor be able to service your existing equipment?

A: For existing owned equipment, the expectation is that the bidder will continue to service City print/copier devices. For existing leased agreements, the expectation is that the present vendor will service the City's print/copier devices until lease maturity and then those devices would be replaced.

48. Q: Category 2: Please clarify if the following applies to monochrome or color high-speed device(s): Description: A high speed monochrome multifunction printer/copier designed for busy office environments and high-volume printing needs. This robust machine combines power printing, copying, scanning, and faxing capabilities into a single, compact foorprint. Feature: Print Speed up to 60 pages per minute (ppm) in both color and monochrome.

A: Both color and monochrome.

49. Q: Please confirm if the proposal response should be submitted via a portal or via an email.

A: All responses must be submitted through Long Beach Buys. Responses submitted outside of Long Beach Buys will not be accepted.

50. Q: Will the City consider some flexibility in the service hours? For example, is a typical 8am-5pm acceptable?

A: Please refer to RFP document, "2.1.1 Equipment Uptime" and "2.1.2 Remedial and Preventative Maintenance and Supplies".

51. Q: For your price comparison purposes, could lease return and relocation services be listed as a separate line item?

A: Yes.

52. Q: Is there any flexibility in the format of invoicing?

A: Please refer to RFP section "2.1.12 Billing".

53. Q: Is there a range of capabilities of equipment that would be on the managed services contract, for example does this include only desktop and office multifunction devices, but does not include production equipment (higher than

70ppm)?

A: The City currently has 6 Category 1 MFDs that are minimum 75 PPM.

Additionlly, the City has 103 Category 2 MFDs that are a minimum of 60 PPM. For additional details, please refer to "2.1.14 Printer/Copier Category Specifications" in the RFP.

54. Q: Can you please extend the due date for this RFP due to the number of open items?

A: The City doesn't anticipate an extension of the proposal due date at this time.

55. Q: Are you looking for a single service vendor who can service both the brand that they sell and take over service on the existing Share fleet with leases expiring several years from now?

A: Please see answer to question #47.

56. Q: Can you please explain how you use Tyler Content Management now and how you see it interacting with the MFP fleet?

A: Users usually scan documents to the TCM using dedicated scanners and, they also create documents in Munis and save them in TCM. Currently, we do not have any option to use MFPs to interact with TCM.

57. Q: Can you tell us how many equipment moves you average per month or per year?

A: Printer moves typically range from 1 - 2 per month, not including ad hoc requests.

58. Q: You stated that you currently own your Papercut licenses and expect to use

Papercut going forward under the new contract. Moving Papercut licenses, even if owned, to a new brand of copiers will require a transfer feel. Who will be responsible for paying the transfer fee, the winning vendor or the city?

A: The City intends to cover the Papercut licenses transfer fee provided the fee is no more than $250.

59. Q: The equipment specifications call for speeds of “up to 75 ppm” or “up to 60 ppm”. Should that be restated as “minimum 75 ppm” or “minimum 60 ppm”. Up to gives the vendor the ability to propose any from 20 ppm to 75 ppm.

A: The City's expectation is “minimum 75 ppm” or “minimum 60 ppm”.

60. Q: Are you willing to consider a 5 ppm deviation to the required equipment speeds? Most manufactures make models with speed that either end in zero or five. The difference in performance is negligible, but the pricing difference could be substantial.

A: Yes, the City would be open to considering it and reviewing the price differential.

61. Q: Most of your current fleet of A3 copiers have full-size pull-out keyboards. Will this be a requirement for the new fleet of copiers?

A: No. The pullout keyboard is used for initial login when connecting the badge to the user account or configuration setup. However, a onscreen keyboard is acceptable.

62. Q: Page 5 states that the winner vendor must “be authorized by the original equipment manufacturer (OEM) to service the equipment during the entire term of the Contract. Proposer shall provide verification with proposal”. I don’t think that any “authorized dealer” can guarantee they will be authorized by the manufacturer in the future. Only the manufacturer themselves, selling direct, would be able to guarantee this. Are you limiting this RFP to manufacturer only?

A: The proposer must be an authorized service provider at the time of proposal submission.

63. Q: Since the city anticipates, on average, a 30% cost savings to the departments by implementing the MPS Program which would result in an estimated $1 Million in savings over the 5-year, will the metrics be provided to help each vendor provide an accurate response to reach the 30% reduction?

A: Please see answer to question #32.

64. Q: To provide an accurate CPC (cost per copy), will you provide the volumes or usage report to the vendors?

65. Q: Will the city provide the models for the non-managed MFPs so that we can provide an accurate response to the MPS solution?

A: Non-managed MFPs will be outside the scope of this RFP.

66. Q: Will a walk-through be conducted for vendors bidding on this project?

A: No walk-thrus will be conducted beforehand.

67. Q: Will data on the current fleet be provided to allow us to accurately respond to the request for the full-time staff member?

A: Data on number of service calls for years 2022 - YTD 2024:

- 2022: 661

- 2023: 551

- 2024: 381

68. Q: Do you require a hole punch on any of the devices in Categories 1 thru 7?

A: Categories 5 and 6 will require a hole puncher.

69. Q: For the booklet maker: what is your requirement for the paper size 50, or 100?

A: We normally use 12x18 or 11x17.

70. Q: How many relocations of devices do you anticipate?

A: The City currently averages roughly 2 device moves per month.

71. Q: In addition to Section 4.3 (Narrative Proposal template) Can we return Section

2 Scope of Work with provided content?

A: Submit as instructed in sections 4.2 and 4.3 of the RFP.

72. Q: We see you currently have 200 devices with Papercut. Do you anticipate wanting to add Papercut/Document Management software to the rest of the fleet?

A: The City currently has 200 Papercut licenses and we anticipate we may need more licenses in the future; however, don't have any current estimates at this time.

73. Q: Would the city of Long Beach use a cooperative contract i.e.: Omnia Region 4?

A: See answer to question #15.

74. Q: The bid states/outlines that you have 415 owned and leased assets currently.

Are you looking to replace all of those at once, or will there be a mix of assets kept that will need maintenance in addition to units to be swapped out or otherwise replaced?

A: Equipment replacement strategy will likely be based on a combination of location and lease expiration. Devices will likely be swapped out by dept/location

75. Q: Will the awarded contractor be expected to perform services on any remaining assets that are not replaced?

A: Please see answer to question #47.

76. Q: Category 5 does not designate if the City needs A3 or A4. Is legal size the max media that you will need for this category?

A: Please see answer to question #20.

77. Q: Can the City expand on their current use of Papercut and what level of usage the City expects from vendors related to the use of MPS? And does the City own all of their current licenses?

A: The City currently uses Papercut for pin codes, reporting. The City is interested in also using Papercut for Billing the different departments for usage.

The City does currently own all its licenses.

78. Q: Regarding badge access for printing services, is the City looking for a full “find me, follow me” setup where users can print from any device in the fleet, or looking for users to use a single assigned device for printing?

A: The City currently uses "find me, follow me" print. It's currently segmented by location.

79. Q: What are the metrics the City is using as part of this RFP to reach the 30% cost savings established as a larger goal? Is the City looking to downsize?

A: Please see answer to question #32.

80. Q: Are you happy with your current vendor? If so, why is the City looking for a new contract? Is it purely driven by cost savings?

A: We have a good relationship with the current vendor. The City is required to conduct competitive procurements for contracts. It is an open and fair RFP process, and all proposals will be evaluated against the same criteria. Our desire for a new contract is not purely driven by cost savings.

81. Q: The scope of work states that all printing devices shall have OCR options and capabilities. Are you looking for just a control-find function, or are you actually looking for OCR or something we can put into Excel or Word or something like that?

A: Please see answer to question #39.

82. Q: Who is your current vendor?

A: Sharp Business Systems.

83. Q: Is it possible to get current or historical print volumes on your devices for the last 12 months, 2 years, or otherwise?

84. Q: Is the City open to an unlimited print plan instead of a cost per copy?

A: The City is open all pricing proposals; however, we will be focusing on cost per copy price savings.

85. Q: Is the City using a print server at all? What about a fax server?

A: The City currently has a number of print servers. The City currently doesn't have a fax server.

86. Q: Of the 415 machines the City is looking to replace, can you provide an idea of how many would be replaced right away and the remaining mixture?

A: Equipment replacement strategy will likely be based on a combination of location and lease expiration. Devices will likely be swapped out by dept/location

87. Q: Is the City looking for mobile print options? Or just desktop print?

A: The City is interested in both mobile and desktop print options.

PREPARED BY: Anthony Delgado, Assistant Administrative Analyst II

ACKNOWLEDGED BY: ________________________________________________

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